AGENDA REPORT
DATE: April 28, 2025
TO: City Commission
FROM: Bill McDaniel, City Manager
SUBJECT: Software License Agreement with Kaizen Laboratories Inc. for Parks and Recreation
EXECUTIVE SUMMARY:
Kaizen Laboratories, Inc. provides a software solution for online program registration, facility rentals, sports field rentals, and a Point-of-Sale system. The Kaizen software will be customized and tailored to the needs of the department and community. By creating user-friendly software, Kaizen will provide simple and efficient services to all citizens while registering for events and programs.
There are no upfront costs for Kaizen to create, maintain, and monitor the software. All software, payment kiosks, associated equipment, staff training, and technical support are included in the transactional charge imposed by Kaizen. The transactional charge is 7% of net billing conducted on the platform. Based on $700,000 estimated revenue, the City's annual cost is approximately $49,000. The customer will pay the applicable credit card fees. The term of the agreement is three years with a two-year renewal option.
The ability to have complete and customized Recreation software will provide excellent customer service, streamline revenue, and improve operations.
Staff evaluated several Procurement methods to acquire this service, including Invitation for Bid, Sole Source, and Piggybacking. Due to the unique nature of this service, its revenues, and its expenses, staff recommends that the City Commission dispense with the necessity of competitive award, as allowed in Section 2-143(11) Plant City Code.
RECOMMENDATION:
That the City Commission authorize the City Manager to execute a software license agreement with Kaizen Laboratories, Inc. for a three-year period with a two-year renewal option.
FISCAL IMPACT:
These fees will be charged to the General Fund, Org # 00153600, Obj # 434100 - Recreation Software Services Fees.
Prepared by: Julie Garretson,...
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