Approval of Parks & Recreation Software Solution.

Approve CivicRec as Parks & Recreation software solution to replace MaxGalaxy.

The City must find a software solution for Parks and Recreation facility rentals and program registrations to replace the existing Max Galaxy system which will sunset on October 12, 2021 and no longer be supported/accessible. The published request for proposal received responses from CivicPlus and Vermont Systems.

A team of 15 city staff members from all impacted departments reviewed the submitted proposals, attended product demonstrations, and actively engaged with Q&A submitting follow up questions as appropriate.  In addition, staff solicited feedback from Minnesota agencies who transferred from our current MaxGalaxy product to use these products.  Consolidated feedback identified the CivicPlus product called CivicRec as clearly the best solution to meet current and emerging need.  Some of the highlights are:

• Customer Support: CivicRec has received numerous awards for the quality of their responsive customer support (technical, administrative, and financial).  Current Minnesota agency customers echo praise for the quality of CivicRec’s responsive customer support that comes with no additional cost, after enduring years and years of unresponsive customer support from MaxGalaxy.

• Implementation Timeline: CivicRec offers an achievable timeline to meet implementation milestones – which they’ve recently demonstrated with implementations for other Minnesota agencies also striving to forego the potential complications of MaxGalaxy’s impending sunset.  Data conversion is included in the implementation statement of work.
• Customer Experience: CivicRec is intuitive, ADA compliant, can be easily translated into multiple languages, and offers an online self-service experience that today’s customers expect (which also dramatically reduce operating expenses – see attached slide from ICMA).
• Existing Infrastructure Integration: CivicRec leverages existing hardware (cash drawers, scanners, etc…) and existing software (Reach, Granicus, etc..).
• Back-end Operations: CivicRec resolves many long-standing issues staff have had working with MaxGalaxy to include: refund/damage deposit processing; required application of account credits rather than carried indefinitely; credit card refunds possible for atleast 120 days vice current 45 days; easy-to-use customer communication updates via text (unlimited) and email; eliminating duplicate accounts; and many others.  

CivicPlus's software solution CivicRec was observed and experienced by staff as far and away a superior product to the alternative, and the preferred option to serve and support Shakopee residents.

Year 1: $48,797.20 (includes implementation/discounted from list price $70,205.00)

Annual recurring - year 2 and beyond: $39,362.20