The URL can be used to link to this page

Home My WebLink AboutIR 8754INFORMAL REPORT TO CITY COUNCIL MEMBERS No, 8754 TE Date: 3128/06 To the Mayor and Members of the City Council Page 1 of 2 4 SUBJECT: PURCHASE OF GOLF MANAGEMENT SOFTWARE FOR THE CITY OF FORT WORTH GOLF COURSES The purpose of this Informal Report is to advise the Mayor and City Council that the Parks and Community Services Department will bring forward a Mayor and Council Communication regarding the purchase of a new Golf Management Software for all five city-operated golf courses at next week's City Council meeting. Golf course staff have been utilizing the current system for the past 7 years and today find it to be inadequate and outdated. The system does not include the components that are needed to provide service to our customers and provide the necessary financial, accounting and marketing tools to track our customers. Since August 2005 staff has been investigating golf management systems which will allow broader marketing/tracking capabilities of our customers and provide the integrated financial tools we need to effectively manage the City's golf business. Staff invited four golf companies to demonstrate their golf management software systems. The vendors interviewed were Fore Reservation, Fairway Systems, Pro Shop Keeper and GolfeNetwork. After reviewing each system, staff is proposing purchase of olfeNetwork. The Parks and Community Services Department currently has an agreement with Active Network, the parent company of GolfeNetwork and the Department uses the reservation and programming components of this system. GolfeNetwork operates on the Microsoft SQL database, which is the database management system used by the City. Purchase of this system would not require a bid process because it would be considered an additional module under our current Active Network contract. The ba quisition cost of the software is $74,287. Payments for the initial software purchase a-rt spread over the initial 7 years of ownership. The total cost • the GolfeNetwork software acquisition including annual maintenance and support is $174,037 to be paid in seven annual installments as listed below- Year I through 6 - $24,999 ($10,749 Software Acquisition Cost $14,250 annual maintenance and support cost) Year 7 - $24,043 ($9,793 Software Acquisition Cost $14,250 annual maintenance and support cosh Year 8 and forward - $14,250 (annual maintenance and support cost) As noted the payments for years 1-7 include the annual maintenance and support cost, which include costs for annual software upgrades, training costs for the implementation of annual upgrades and costs for 24 hour a day, seven day a week, software support, in addition to the cost of the sotlwwre, -it is necessari to upgrade the communication infrastructure to accelerate the treks r of finformniation. The cost of the new T1 network communication lines for the five goll shops is estimated to be $10,032- ISSUED BY THE CITY MANAGER FORT WORTH. TEXAS INFORMAL REPORT TO CITY COUNCIL MEMBERS A err` To the Mayor and Members of the City Council No. 8754 Date: 3/28/06 Page 2 of 2 SUBJECT: PURCHASE OF GOLF MANAGEMENT SOFTWARE FOR THE CITY OF FORT WORTH GOLF COURSES This purchase was not originally budgeted in the FY 2005 — 2006 Golf budget. Based on the initial success of our food and beverage operation staff will recommend elimination the vacant Food and Beverage Coordinator. Staff has revisited this position and believes that it is not necessary. The reduction of the position will allow the transfer of the funding to pay for the annual cost of the software. The salary savings from keeping the position vacant in FY 05/06 will cover the initial cost of purchasing the golf management system and upgrading the network connections. The Food and Beverage Coordinator position is budgeted at $37,506 including benefits. The total maximum cost in any year for the software improvements and upgrades is $35,031. The implementation of this system will result in better marketing, improved financial reporting and auditing capabilities, more accurate inventory controls and a higher level of direct customer service. This software system is commonly used by other cities and golf operations. Our Parks and Community Services (PACS) Department already has a very positive and productive working relationship with Active Network. The "Class" module, used by PACS for Park Reservations and Community Centers, is being utilized as our reservations, programming and membership tracking `system. Our current IT staff has reviewed the addition of the GolfeNetwork module and the 4associated software requirements and concluded that it will function well within our existing infrastructure once the necessary T1 network upgrades are completed. Staff has attached a spreadsheet with the features of both our current system and GolfeNetwork for your review and consideration. The Golf Advisory Committee unanimously endorsed recommending this purchase at their monthly meeting held on January 4, 2006. The Parks and Community Services Advisory Board unanimously endorsed recommending this purchase at their monthly meeting held on January 18, 2006. With City Council's approval, staff will move forward with the purchase of this golf management system from Active Network and the Mayor and Council Communication authorizing acquisition of the software will be on next week's agenda. Should you have any questions regarding this proposal, please contact Randle Harwood, Acting Director of Parks and Community Services at 817 - 871 -5704. (5�, K-n�� Charles R. Boswell City Manager Attachments ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS all A w I U) U) - - - - - - - - - - - - - - - - - - - - - N wA wa m P-mg, NEU a M Ed @M 8 MMMMM MMIl am MMOM LI&I A 0 fM Al � ke