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Home My WebLink About20100315 - VIII-C-5City of Hastings Parks & Recreation 920 W 1Qth St, Hastings MN 55033 Ph: (651} 480-b175 Fax: (651) 437-5396 Web: www.ci.hastings.mn.us "Creating Community Through People, Parks, and Programs" Date: March 8, 2010 To: Honorable Mayor and City Council From: Barry Bernstein, Parks and Recreation Director Subject: Parks and Recreation Software This past October, we were experiencing issues with our point of sale software, so we contacted our vendor, Premier POS. At the point of contact, we were informed that this version of software will no longer be supported and this company informed us that if we wish to have any support, that we would need to purchase a new product for approximately $20,000. At this point, the Parks and Recreation Staff were very frustrated with the overall lack of customer service from the time this software was sold to Premier POS. I contacted the City IT Dept, via Stephanie and the City Finance Department via Char to discuss some possible alternatives. During that conversation, Stephanie offered us some information on other providers which we reviewed along with .companies we found through our awn research. The conclusion. was that Stephanie, Char and the Parks and Recreation staff all like one company called Maximum Solutions. Char liked the financial capabilities, Stephanie liked the support/product and the Parks and Recreation Staff liked the overall capabilities. We currently work with this company at the arena using one of their programs designed for ice reservations. I met with Char to discuss any possible ways that we would be able to purchase this new software. The total cost for the software package is $24,075. This includes the purchase price of $17,2D0, annual maintenance which includes any upgrades of $2,875, training at $3,000, and the general ledger export module for $1,000.1 spoke with the President of the company and the above costs include a reduction in training by $800 and the general ledger export capabilities by $SDD. Char indicated that we have excess funding in the Arena and Pool that could be utilized for such a purchase, I would like to make the recommendation to the City Council that we pursue purchasing the Maximum Solution software utilizing a connbination of Arena {$8,000) and Pool {$16,075) excess equipment funds. With the purchase of the new software, the annual maintenance fees per year that we currently pay to Premier POS would be reduced by close to half. Our current vendor charges us $4,580 annually for service agreement fees and Maximum Solutions would charge us $2,875 per year and will include support/upgrades that our current veztdor is nat or will not provide. As our current beverage contract is in a bridge agreement status, the proposed new Coke contract is offering $1 D,DDO aver a five year period ($2,ODD per year} far an exclusive provider agreement. I would Iike to make the recommendation that we utilize this funding to pay back funds from the software purchase. The total out-of-pocket cost to the City would then be approximately $14,075. Civic Arena Aquatic Cen#er Youth First 2801 Red Wing Blvd. 901 Maple Street 920 W lDt~' Street Ph: {651) 480-6195 Ph: (651) 480-2392 Ph: {651) 480-6182 Fax: (651) 437-4940 Fax: (651} 437-5396 Fax: (551) 437-5396 This issue was brought before the NRRC and Parks and Recreation Commission. Bath the Commission and Committee wished to bring this before City Council and were appreciative of looking at creative ways in which to pay fox this purchase. Thank you? March 10, 2010 Barry, Thank you very much for the opportunity to provide our MaxEnterprise software as the solution for your Parks and Recreation software requirements. All of us at Maximum Solutions are looking forward to working with you and your team toward a successful installation and building a productive, long lasting business partnership. Maximum Solutions has been proving recreation industry software solutions since 1994. We are proud to state that it is the only industry we serve. As such, 100% of our company resources are dedicated to the development, sale and support of software solutions for the recreation industry. It is aiso important to note that we have over 900 satisfied clients in North America. When MaxEnterprise was first released in January 2004, it contained two applications. Today, the MaxEnterprise suite has 1$ available applications! We are dedicated to enhancing and supporting this product fiamily for many years to come. As acustomer-focused company, we continually strive to provide outstanding customer support. Our user training and ongoing technical support services are unbeatable, and we are confident you will receive a proper confirmation to that effect from Jim "Sliv" McGree at the Hastings Civic Center. Please note the Civic Center has been a Maximum Solutions customer since 19971 Barry, thanks again for allowing us the opportunity to build on and enhance our relationship with the City of Hastings. If 1 may be of any assistance, please feel free to contact me directly at 763-541-9116 or pwalterC~maxsolutions.com. Warmest Regards, Pat Walter President National S orts Center - Schwans Su er Rink Blaine MN CustomeY Type: Multi sportlndoot~/Dutdoor Complex The National Sports Center is dedicated to being a leader in providing sport experiences and athletic programs. This 600 acre campus, the worlds largest, has hosted over 22 million visitors since opening its doors. In 2005, 3.3 million people visited the campus, making it Minnesota's most visited sports facility. The newest expansion at the National Sports Center is at the Schwan Super Rink, where four additional sheets of ice were added in the fall of 2006, making the eight-sheet ice arena the world's largest. This 660-acre campus consists of 52 soccer fields (the worlds largest}, Four Olympic sheets of ice and Four NHL sheets of ice (8 Total sheets of Ice}, 18-hole golf course, outdoor stadium with 400- meter track, 250-meter cycling velodrome, 58,000 sq ft indoor sports hall, event meeting center, doirnitory with cafeteria, Full Proshop, Restaurant and Cafe. ~~ ~ ~ r * ~•` ~ k N ~_ IL~T"rY~E' - j ~~ ~ ~ ~ ~ `t Ci of Redwood Falls edwood Falls MN Customer Type: Parks and Recreation Department The Redwood Area Community Center is a joint, intergovernmental project between the City of Redwood Falls and Redwood Area Public Schools. This facility includes amulti-purpose Meld house, civic arena, fitness center, and a conference center. The Center & Recreation Department has six, full-time employees, ten, regular part-time employees who at the center evenings and weekends, and dozens of seasonal-temporary employees who work as program leaders, activity directors, and lifeguards. All recreation programs throughout Redwood Falls are done through this Community Center and the Recreation Department. "Maximum Solutions has been great to work with the past 7 years. Whenever we needed any assistance them- technical support staff has been right there to help. All their staff is extremely friendly and always willing to go that extra step. We look forward to many more years with Maximum Solutions!" - Jackie Edwards, Community Center Manager ~- `~~~_" . , Rosemount Parks and Recreation (Rosemount, MN) Customer Type: Facility Management and Consulting Company The Rosemount Parks and Recreation Department administers municipal leisure facilities and programs that provide the best possible year-round, comprehensive recreational activities to alI segments of our community. The department provides an essential service, one that can positively affect health, environment, economy, and quality of life throughout the city. I wanted to let you know how great the Max online registration is working for us. I appreciate it so much! The financial reports make my month-end balancing an absolute breeze! I can balance for the entire month in a few minutes. ~SNith our old system, it would take me that long just to open the financial report. Then I had to export the report to Excel and reformat everything, which took about 15 minutes. I also had to manually enter every day's transactions in a separate Excel spreadsheet to compare with the on-line registration reports, because there were .problems with GL codes, and their financial reports were also not set up to include refunds. Everything about Max is better, and it's easy to take it for granted, so I thought I'd let you know how much I appreciate you guys." - Sonja Hopi, Administration far Rosemount Parks and Recreation ! I~'~ I~ F ~~ ~ ' r~ «.j ~.. ~~ s~~~~r,~ ~eY~rcr All Seasons Center (Sioux Center, IA) Customer Type: Community Center & Municipal Pool The All Seasons Center is available for public swimming, public skating and rentals for birthday parties, family reunions, youth gxoups, businesses, etc. Facilities include: - Indoor Aquatic Center - Outdoor Aquatic Center - Senior Center - Vernon Arena rrThe All Seasons Centex is devoted to Maximum Solutions for many reasons btct the number one reason for oacr loyalty is that they axe hands clown the most consistently prompt, aceacrate & friendly company we work with. The tech support is unbelievable and acnbeatable. Maximum Solutions continaces to revise their programs to meet eustamer s needs and that is so important to acs at the All Seasons Center. " - Emily DeSoer, Administrative Director @ the All Season Center ~: Anoka County Parks and Recreation ~~$a~~x~r~~ _ -,- ~` ~,~,~ Fw 1Ri i~ 3s ktet4 Bloomington Public Schools University of Michigan Athletic Department ~~~~ Shakopee Parks and Recreation