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Proposed System — Nine Planets Reservations <br />In order to provide a better tool for staff so they, in tum, can provide better service to patrons and <br />greater efficiency with operations, staff is proposing to replace the existing system with a new <br />custom software solution provided by Nine Planets, LLC. The new system will be tailored to <br />specifically meet the needs of the District today and in the future. The system will be hosted on <br />the District's existing server which is currently hosting the registration software. The new <br />reservation system will integrate with the District's website, registration system and financial <br />management system (Logos). There will also be no additional software related transaction fees <br />after the initial cost of the software development, saving the district over $14,000 dollars per year <br />in such fees. <br />We are requesting an additional $7,000 in appropriation in the event we identify additional <br />functionality during development. <br />About Nine Planets, LLC. <br />Nine Planets is a west coast company that has been providing services to the District for over 20 <br />years. The District's well regarded registration system was developed by Nine Planets and has <br />delivered an outstanding experience to patrons and staff. The District has had excellent <br />experience with Nine Planets as a service provider — Nine Planets is extremely responsive, <br />provides high quality support and products, and is available 24 hours a day. <br />Purchasing Process <br />In accordance with the February 2019 Board -approved District purchasing policy, staff considers <br />the purchase and development of reservations software as special equipment as they are "unique <br />supplies, machinery, computers or other equipment which are not generally and regularly ordered <br />in bulk by the District and which must perform complex tasks, or integrate efficiently with existing <br />equipment, supplies, or operations". As the purchase and installation cost is over $60,000, the <br />purchase and development must be approved by the Board. Staff believes the price for the <br />services to be provided by Nine Planets to be fair and reasonable. <br />STRATEGIC PLAN COMPLIANCE <br />Meets Strategic Plan Element 3.3 Evaluate existing expenditures seeking opportunities to <br />preserve financial resources and improve efficiencies at providing recreational services and park <br />facilities. <br />Res ully sub itte by, <br />r <br />Rochelle Callis Mark Seg�die <br />Administrator Recreation & Community Services Information Technology <br />