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APPROVE MOTION TO AMEND CONTRACT WITH VERMONT SYSTEMS, INC. TO EXTEND AND CONTINUE RECTRAC RECREATION MANAGEMENT PLATFORM SERVICES
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RECOMMENDATION
It is recommended that the City Council adopt a motion:
1. Authorizing the City Manager to execute contract extensions and amendments with Vermont Systems, Inc. to continue RecTrac Recreation Management application, hardware, software, and professional services for a total of $285,211.02; and
2. Authorizing the City Manager, or designee, to take all appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The Community Services Department utilizes the RecTrac Recreation Management System from Vermont Systems, Inc. (VSI) as its enterprise platform for activity registration, facility reservations, point-of-sale transactions, membership processing, and program management. The City’s original agreement with Vermont Systems was approved by Council Motion 2017-09-19-1401 and executed in 2017.
Since that time, the system has remained the department’s core transactional and operational tool. Vermont Systems has continued to provide software licensing, maintenance, hosting, and support through a 2022 Amendment, which established a five-year renewal cycle totaling $161,689.95 for a term of September 20, 2022 through September 20, 2027.
A new 2025 Amendment adds modules such as lighting interface, optimization services, and analytics, and begins an additional pricing cycle starting November 1, 2025, through September 2027, with options to renew annually through September 2029. The projected costs from September 20, 2022 through September 20, 2029, total $285,211.02.
These extensions ensure the continued operation of the City’s recreation software platform and maintain essential customer-facing services.
DISCUSSION
Background
Recreation management software is essential for municipal recreation operations, enabling online registration, facility scheduling, payment processing, and customer account management. In 2017, the City entered into the Vermont Systems Software License, Maintenance, and Support Agreement, selecting RecTrac as the City’s recreation management platform after an RFP process.
The system supports:
• Online and mobile registration
• Electronic payments
• Facility rental scheduling
• Program enrollment
• Point-of-sale transactions
• Reporting and analytics
• A hosted (cloud-based) environment with PCI-compliant transaction processing
Since 2017, the City has executed an amendment to maintain licensing, hosting, and support. Annual maintenance costs increase by 3% each year.
Present Situation
The 2022 Amendment established renewal pricing for FY 2022-23 through FY 2026-27 totaling $161,689.95.
The 2025 Amendment adds service modules and revises annual maintenance to include:
• Lighting Interface
• Elevate System Optimization
• InteliTrac Business Intelligence Dashboards
The amendment increases the totals for FY 2025-26 by $3,479.64. The amendment also lists adjusted annual maintenance totals for FY 2026-27 through FY 2028-29, totaling $120,041.43.
Extending the agreement ensures uninterrupted access to essential recreation systems used by residents daily for program enrollment and facility reservations.
FINANCIAL SUMMARY
Approval of this action authorizes contract extensions and amendments with Vermont Systems, Inc. for continued use of the RecTrac Recreation Management Platform, including software licensing, hosting, maintenance, support, and additional service modules.
The total cost for the agreement extensions and amendments from September 20, 2022 through September 20, 2029, is $285,211.02. This amount includes:
• $161,689.95 for renewal pricing established under the 2022 Amendment for FY 2022-23 through FY 2026-27; and
• $123,521.07 for additional modules and adjusted annual maintenance associated with the 2025 Amendment for FY 2025-26 through FY 2028-29.
Sufficient funding is included in the Measure M fund Software and License account for the Community Services Department’s Fiscal Year 2025-26 adopted budget. Funding for future fiscal years will be requested through the annual budget process. No additional appropriations are required at this time.
Attachment A - 2017 RecTrac Agreement
Attachment B - 2022 RecTrac Amendment
Attachment C - 2025 RecTrac Amendment