GL2-\ Subject: Budget Amendment and Request to Begin Procurement Purchasing By-law Section 4.0 Replacement of Existing Recreation Software System

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1 U BRAMPTON brampton.ca FlOWe!" City GL2-\ Report City Council The Corporation of the City of Brampton Date: June 26, 2015 File: EG.x BRAMPTON CITY COUNCIL DATE- JulNf 8,20(5 Subject: Budget Amendment and Request to Begin Procurement Purchasing By-law Section 4.0 Replacement of Existing Recreation Software System Contact: Mark Potter, Manager of Business Services, Public Services, Overview: The existing recreation software system, known as Computerized Leisure Activity Software System (CLASS), was initially implemented in A replacement recreation software system is required to be in service by the end of 2017, as the CLASS vendor will cease support December The City, along with a number of other Canadian municipalities, is a participant in the development of recreation software requirements and specifications. This work is supported by Parks and Recreation Ontario (PRO) and the Municipal Information Systems Association (MISA). A task force, the Recreation Registration Software Working Group (RRSWG), has been in place since the fall of 2014 to explore and identify system requirements for the future, based on the many commonalities and best practices in municipal parks, recreation and related leisure services. The City of Mississauga has initiated a procurement process for a recreation software system in accordance with its purchasing by-law. If favourable terms can be achieved through the Mississauga procurement process, Brampton can award to the successful vendor. If not, the City of Brampton will initiate its own procurement process. This report recommends the 2015 capital budget be amended to allow the process for replacement of the recreation software system to begin in This report recommends staff be authorized to initiate the procurement of a new recreation software system, with an anticipated implementation by end of Recommendations: 1. THAT the report from Mark Potter, Manager of Business Services, Business Services Office, Public Services Department, dated June 26, 2015, to the Council Meeting of July 8, 2015, re: Budget Amendment and Request to Begin

2 Procurement - Purchasing By-law Section 4.0 Replacement of Existing Recreation Software System be received; 2. THAT the City's 2015 capital budget be amended by $1,300,000 to include additional funding for Capital Project # Business Systems Initiatives with funding from Reserve #4 - Asset Repair & Replacement; 3. THAT the Purchasing Agent be authorized to commence the procurement for a replacement of the existing recreation software system, including the potential to award to the successful vendor in the City of Mississauga procurement process; and 4. THAT, in the event that Brampton does not award a replacement recreation software system through the City of Mississauga procurement process, the Purchasing Agent be authorized to undertake procurement for the replacement of the existing recreation software system. Background: The City requires a new recreation software system to be in service by the end of December The existing recreation software system is at its end of life and technical support from the vendor will cease December 2017, forcing its replacement. However, support for the point-of-sale (POS) module of CLASS, which the City uses for payment management, will continue beyond December Staff have been working on a project to replace the existing recreation software system (known as CLASS -- Computerized Leisure Activity Software System) in recent months. Current Situation: The City has been using CLASS software since The software is used predominantly to support the delivery of the City's recreation services, programs and facilities. The current system also supports other departments, including cashier operations through the point-of-sale module. At present, there are approximately 850 users at more than 50 locations across the City and throughout different departments that utilize CLASS. These users perform a variety of tasks ranging from customer transactions to system administration to statistical reporting. The current environment also includes a daily upload of financial information from CLASS to PeopleSoft Financials to ensure accurate financial information is reported in the corporate general ledger. The City currently accepts cash, cheque, debit card, credit card (Visa, Amex, and MasterCard) and electronic fund transfers.

3 A self-serve website has also been in place since 2001, allowing customers to view activity/program and facility information online. In addition, activity/program registration, customer account management, and payment features are all well used. Scope of Project: A new recreation system must provide functionality to serve citizens as well as support efficient and effective operations. The City requires a recreation software solution that supports business units at multiple locations throughout Brampton in the following main functional areas: activities/programs (e.g., registration based classes); rentals/bookings (e.g., room rentals, seasonal ice contracts); point of sale/admissions (public swims and skates, concession sales); memberships/passes (e.g., annual and monthly fitness memberships). The City is also interested in enhancing and improving service capacity and functionality in a number of areas, including: self-serve/online transactions; mobility devices; golf tee time bookings and management; reporting; integration with other systems. The solution will align to the City's Information Technology architecture and standards. Requirements will include adherence to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). The solution must also integrate with other corporate systems through the City's enterprise integration and business intelligence platform. The City, along with a number of other Canadian municipalities, is a participant in the development of recreation software requirements and specifications. This work is supported by Parks and Recreation Ontario (PRO) and the Municipal Information Systems Association (MISA). A task force, the Recreation Registration Software Working Group (RRSWG), has been underway since the fall of 2014 to explore and identify system requirements for the future, based on the many commonalities and best practices inherent in municipal parks, recreation and related leisure services across various jurisdictions. The City of Mississauga has initiated a procurement process for a recreation software system in accordance with its purchasing by-law. If favourable terms can be achieved through the Mississauga procurement process, Brampton can award to the successful vendor. If not, the City of Brampton will initiate its own procurement process (e.g., a Request for Proposals).

4 The City of Brampton can potentially benefit from the City of Mississauga's procurement process, including improved pricing on the replacement software system and savings on procurement costs. There are also other benefits to having the same software system as our neighbouring municipality, including: a stronger voice in advocating for changes to the product development; opportunity to share customized report and system modifications; opportunity to develop or enhance alignment in processes such as Active Assist; leverages development of robust product requirements and specifications that better meet our needs now and in the future. Tentative Project Schedule: Item Proposed Date(s) Request for Negotiated Proposal July 2015 Vendor Demonstrations August 2015 Commercial in Confidence Meeting September 2015 Evaluations of Proposals September 2015 Contract Negotiations and Award December 2015 Implementation Late Completion December 2017 The estimated project budget is: Discovery Phase - Consulting & Diligence 2015 Approve Budget $ 50,000 Replacement Software 2015 Budget Request $1,000,000 Technology Integration Phase Budget Request $100,000 Technology Integration Phase Budget Request $200,000 TOTAL $1,350,000 This is an estimated project budget. The estimated cost of the replacement software is based on transaction fees during the full implementation, consulting, data migration and technology integration costs. The project budget also includes funding for any required external diligence work in the procurement process (e.g., legal review) and any internal staff recoveries required for integration of a replacement software system with the City's information technology systems. A Corporate Payment Management Business Process review is under way to identify opportunities for efficiencies related to payment processing and potentially a new payment management system. The proposed system will not be replacing the existing point-of-sale (under CLASS) until the Corporate Payment Management Process Review is completed and a new Corporate Payment Management System is implemented.

5 612-5 Corporate Implications: Purchasing Comments Purchasing approval will be obtained in accordance with the Purchasing By-Law. Financial Implications: There is currently $50,000 approved in capital project # to carry out the initial discovery phase of the project. A budget amendment in the amount of $1,300,000 is required to allowthe process for replacement of the recreation software system to begin in 2015 with funding provided from Reserve #4 - Asset Repair & Replacement. Advancing this work to 2015 will not impact the capacity to deliver other approved projects. The table below indicates the original budget, expenditures and/or commitments to date, and balance available. Expenditures Project Prog Original Budget Revised and/or Balance # # Budget Amendment Budget Commitments Available to Date $50,000 $1,300,000 $1,350,000 $0 $1,350,000 Strategic Plan: This report achieves the Strategic Plan priorities as follows: Growth Management is achieved by connecting the communities to recreation opportunities that exist in their community. Corporate Excellence is achieved by enhancing the service experience for the public, simplifying and increasing public access to City information, programs and services, and successfully integrating technology. Conclusion: This report summarizes the scope of the project, identifies available funding, and provides a tentative schedule and methods of procurement for the replacement software system. A budget amendment will allow procurement of the recreation software system to be initiated in 2015, including the potentialto benefit from the City of Mississauga's procurement process.

6 GV2-G A team of City staff are participating in the procurement of the replacement recreation software system and will pursue the best course of action that meets the City's interests, including system requirements, value for money and project timelines. Staff will continue to provide periodic updates as the project proceeds. Mark Potter Brian Rutherford VJ Manager, Business Services Director, Business Services Office Business Services Office Public Services Public Services Appendices: None Report authored by: Steve Pellegrini Supervisor, Business Systems Approval for Submission: JnitiSte vdate Department Chief Al"?P~- *l^jrf Chief Administrative Officer //m Mas