SUBJECT
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Approve Amendment No.1 to Sole Source Agreement No.22-371 with Vermont Systems, Inc. for recreation and maintenance software. ($93,005.71 four-year expense)
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DESCRIPTION
On April 4, 2022, the County Manager approved Sole Source (SS) Agreement No. 22-371 with Vermont Systems in the amount of $22,320 for the implementation of the latest recreation and maintenance software version (RecTrac and MainTrac) for Parks and Natural Resources, to assist with facility scheduling, rentals, programming, and fiscal management. This purchase provided a significant upgrade to both County systems, removing it from the County servers to a cloud-based solution per the recommendation of our IT Division and allows for public secure online transactions.
Implementation is nearing completion, and Parks and Natural Resources recommends the Board approve Amendment#1 to SS Agreement No. 22-371 for the necessary ongoing maintenance and hosting fees at the following fixed rates to be paid annually:
• Year 2: $23,220.15 - maintenance and hosting fees
• Year 3: $22,577.75 - maintenance and hosting fees
• Year 4: $23,255.08 - maintenance and hosting fees
• Year 5: $23,952.73 - maintenance and hosting fees
The total cost including the first-year implementation fee is = $115,325.71. The term of this Amendment shall be for an additional four (4) years.
RECOMMENDATION
Request Board approve Amendment No.1 to the sole source agreement with Vermont Systems in regard to SS 22-371, for recreation maintenance software and hosting fees covering years two (2) through five (5) totaling the amount of $93,005.71.
FISCAL IMPACT
Funding is budgeted and available in the Parks & Natural Resources Division’s Leisure Services MSTU Fund.
CONTACT INFORMATION
Danielle Rose
Sr. Procurement Analyst
863.534.7593
daniellerose@polk-county.net