2004-25475 ResoRESOLUTION NO. 2004-25475
RESOLUTION OF THE MAYOR AND THE CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND
AUTHORIZING THE PARKS AND RECREATION
DEPARTMENT TO ACCEPT A RECREATION "RECWARE
SAFARI" SOFTWARE PACKAGE FROM THE ACTIVE
NETWORK, INC., WITH AN ESTIMATED VALUE OF $30,000,
AT NO COST TO THE CITY; FURTHER AUTHORIZING THE
CITY MANAGER OR HIS DESIGNEE TO SIGN ALL
DOCUMENTS NECESSARY TO RECEIVE THIS SOFTWARE.
WHEREAS, the City's Parks and Recreation Department has made
and continues to make great strides in improving its level of quality in all
aspects of its service delivery to our customers; and
WHEREAS, one milestone in the Parks and Recreation Department's
enhanced customer service plan is the procurement and implementation of a
Recreation Management Information System that will substantially improve
our ability to better manage services; and
WHEREAS, this milestone was also a recommendation of the Parks
Blue Ribbon Committee and further reinforced by the Commission for
Accreditation of Parks and Recreation Agencies; and
WHEREAS, while attending the National Recreation and Parks
Association Annual Congress Parks and Recreation Administrative staff
continued the research of available computer software at the vendors' exhibit
and while viewing a software demonstration presented by the Active
Network, Inc., they deposited their business cards in to a raffle box for a free
RecWare Safari Professional software program; and
WHEREAS, in November the City was contacted by a representative
of Active Network, Inc., informing us that the City of Miami Beach Parks and
Recreation Department had won the software package; and
WHEREAS, the RecWare Safari Professional software package is
very comprehensive and will meet the Parks and Recreation Department's
needs;
WHEREAS, it is the Administration's opinion that the acceptance of this
software package will be in the best interest of our residents and further
enable the Parks and Recreation Department to enhance it customer service
initiatives at minimal cost to the City.
NOW, THEREFORE, BE IT DULY RESOLVED THAT THE MAYOR AND
CITY COMMISSION OF THE CITY OF MIAMI BEACH hereby approve and
authorize the Parks and Recreation Department to accept a Recreation
"RecWare Safari" software package from The Active Network, Inc., with an
estimated value of $30,000, and at no cost to the City; further authorizing the
City Manager or his designee to sign all documents necessary to receive this
software.
PASSED and ADOPTED this 4th
MAYOR
2004.
CITY CLERK
T:~AGE N DA~2004\Feb0404\Consent\RecWare Reso.doc
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
Recreation Software for City Parks & Rec Departments Page 1 of 3
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RecWare Safari is new client/server recreation
management software that was created to meet the
needs of everyone within your organization. Its single
application design allows every team member to use
the same application for every function including
Enrollment, Facility Reservation, Point of Sale,
Membership Sales and Financial Reporting.
Here's How Safari Will Benefit Your Organization:
Recreation Directors
Recreation Managers
Front Desk Staff
IT Department
Finance Department
RECREATION DIRECTORS
Safari Maximizes Staffing Resources
Office staff can quickly switch between various
functions without having to wait while one program
shuts down and another opens. This allows them to
complete more transactions in less time. Since Safari
works over a Wide Area Network(WAN), everyone has
access to the same data whether they're on or off site.
Safari Delivers Better Community Service
Lines are reduced since staff members don't have to
re-enter contact information over and over again to
enroll customers in multiple activities. Safari's multiple
payment options allow large organizations to pay for
any activity or multiple individuals to pay for a single
transaction such as enrolling in a softball league. Add
Safari's online registration capability and you can offer
your community access to activities at any hour of the
day, any day of the week.
Back to Top
RECREATION MANAGERS
Safari Offers More Options for Your Community
Safari lets you offer more payment and enrollment
options. Multiple payees can pay for one activity or a
single payee can pay for multiple activities and
purchase items all on one receipt.
Safari now includes ProActi
Internet registration softwan
The quick and easy way to
offer online registration to y,
community.
real stories,,o,,,
REAL USERS
http://www.recware.com/safari01 home.html 1/26/2004
Recreation Software for City Parks & Rec Departments Page 2 of 3
Safari Increases Promotional Opportunities
Safari lets you gather extensive customer information
to keep in closer contact with your community. You
can quickly search and find customer demographic
information and then send mailings to targeted
customers promoting specific programs or activities.
Back to Top
FRONT DESK STAFF
Safari Increases Efficiency
Safari allows you to perform every transaction with a
single program so you don't have to constantly close
one program and open another. Safari's Multi-Enroll
function allows you to quickly enroll a family of kids
into multiple activities in one transaction and print all of
the charges on a single receipt.
Safari Improves Customer Satisfaction
Customers will be pleased with the many convenient
payment options Safari allows you to offer-not to
mention your ability to quickly and accurately complete
their transaction.
Safari Improves Point of Sale Capabilities
Safari allows you to customize POS options to suit
your organization's needs.
Safari Reduces Transaction Errors
Safari's integrated design eliminates the need for
duplicate entries, reducing the opportunities for
transaction errors or incorrect data entry.
Back to Top
IT DEPARTMENT
Safari Allows Exchange of Data with Field Offices
Safari is client/server software so you can exchange
data between multiple sites over a WAN.
Safari is Easy to Maintain
Updates only have to be made for one program
instead of multiple modules. Also, any workstation can
be repurposed at any time.
Safari Improves Security
Set up separate security profiles for each user with
options for Full, Read-Only, and No Access.
Back to Top
FINANCE DEPARTMENT
Safari Allows More Reporting Flexibility
Choose from a wide range of financial reporting
options and email reports to other team members.
Safari Keeps You Informed
http://www.recware.com/safari01 home.html 1/26/2004
Recreation Software for City Parks & Rec Departments Page 3 of 3
Because Safari is a client/server solution, you can
access data from offsite offices and create
consolidated daily reports to keep on top of the
financial information throughout your organization.
Back to Top
Call Toll Free at 1-888-RECWARE (732-9273) for information!
PRODUCTSISERVICESIRESOURCELIBRARYINEWS & EVENTS
FEEDBACKISITE MAPICUSTOMER SUCCESSICORPORATEINFO
EMPLOYMENTICUSTOMERSUPPORTIHOME
http://www.recware.com/safari01 home.htrnl 1/26/2004
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
Condensed Title:
IA Resolution of the Mayor and the City Commission approving and authorizing the Parks and Recreation
Department to accept a "RecWare Safari" professional recreation software package from The Active
Network, Inc., estimated at a value of $ 30,000, and at no cost to the City; and further authorizing the City
Manager or his designee to sign all documents necessary to receive this software.
Issue:
Shall the City accept the donation of recreation software from The Active Network, Inc.?
Item Summary/Recommendation:
Approve the Resolution accepting the"RecWare Safari" recreation software package from The Active
Network, Inc., and authorize the City Manager or his designee to sign all documents necessary to
receive the software that was recently awarded to the Parks and Recreation Department as a raffle
winner at the annual National Parks and Recreation Association Congress held in St. Louis, Missouri
where staff were finalizing their National Accreditation process. The Active Network, Inc. will install the
software and train recreation personnel on-site. The basic software package includes but is not limited
to:
- Customer Account Management - Standard Point of Service
- Point of Sale Service Activity Registration
Financial Tracking System On-Line Registration
Advisory Board Recommendation:
The Parks and Recreation Advisory Board members were informed that the City won this software package
at its December 2003 meeting. Although no formal motion to accept the package was made, the comments
of the Board members were very positive and supportive of the City accepting the software and
implementing it to better deliver our customer service. It should be further noted that obtaining this type of
computer software was also a recommendation of the Parks Blue Ribbon Committee and further reinforced
by the Commission for Accreditation of Parks and Recreation Agencies.
Financial Information:
Funds:
Finance Dept.
City Clerk's Office Legislative Tracking:
T:~AGENDA~004\Feb0404\Consent\RecWare Commission Summary. DOC
AGENDA ITEM
DATE
c
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.miamibeachfl.gov
COMMISSION MEMORANDUM
To:
From:
Subject:
Mayor David Dermer and Date: February4, 2004
Members of the City Commission
Jorge U. Gonzalez I ~'
City Manager ~'~
A RESOLUTION OF THE MAYOR AND THE CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING
THE PARKS AND RECREATION DEPARTMENT TO ACCEPT A
RECREATION "RECWARE SAFARI" SOF'I'WARE PACKAGE FROM THE
ACTIVE NETWORK, INC,, WITH AN ESTIMATED VALUE OF $30,000,
AND NO COST TO THE CITY; FURTHER AUTHORIZING THE CITY
MANAGER OR HIS DESIGNEE TO SIGN ALL DOCUMENTS NECESSARY
TO RECEIVE THIS SOFTWARE,
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
ANALYSIS
The City's Parks and Recreation Department has made and continues to make great
strides in improving its level of quality in all aspects of its service delivery to our customers.
This is clearly documented in the Department's recent accreditation.
Another milestone in the Parks and Recreation Department's enhanced customer service
plan is the procurement and implementation of a Recreation Management Information
System that will substantially improve our ability to better manage services included but not
limited to participant enrollment, facility reservations, point of sale activity including the
ability to make identification cards that can be swiped to document a participant's entry
and/or deduct the value from the pre-paid admission card, Membership registrations, daily
sales and financial reporting. This milestone was also a recommendation of the Parks Blue
Ribbon Committee and further reinforced by the Commission for Accreditation of Parks and
Recreation Agencies.
The Parks and Recreation Department has reseamhed computer and software capabilities
that would enable them to better serve their customers, document statistics, track child/
adult participant activities and offer efficient on-line registration on the intemet. The cost to
purchase a system that would address all the objectives was significant.
While attending the National Recreation and Parks Association Annual Congress in St.
Louis, Missouri in October of 2003 to complete the CAPRA Accreditation process Kevin
Smith and Julio Magrisso were continuing the research of available computer software at
the vendors' exhibit. Substantial time was spent reviewing the capabilities of the "RecWare
Safari" software program being demonstrated b'y the Active Network, Inc. Later in
November the City was contacted by a representative of Active Network, Inc., informing us
that the City of Miami Beach Parks and Recreation Department had won the software
package raffled at the conference.
The "RecWare Safari" Professional software package is very comprehensive and will meet
software package, valued at
our needs. Highlighted functions included in this
approximately $30,000, include but are not limited to:
Installation
Activity Registration
Facility Registration
Point of Sale
Central Reporting
Hosted Internet Registration
5 User Licenses (5 People can be on at same time)
Multi Site License (They will install at various locations)
3 Days On-Site Training
2 Days Web Based Training
First Year Annual Maintenance - Free
The City will purchase the software package and equipment necessary for the
Memberships/ID Cards/Passes at a cost of approximately $5,000. Future annual
maintenance cost for the program is estimated to be $3,500. It should be noted that the
City's Information Technology Department has reviewed this software package and
recommends it be accepted. Attached is additional information related to the "RecWare
Safari" Professional software package.
It is the Administration's opinion that the acceptance of this software package will be in the
best interest of our residents and further enable the Parks and Recreation Department to
enhance its customer service initiatives at minimal cost to the City.
JMG/RCM/KS/JM
T:~AGENDA~2004\Feb0404tConsent~RECWARE Comrn Memo.doc