Recreaton Software Solution (RecPro) ReCPro™ Software – RFP Response
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
1
http://ReCProSoftware.com
(586) 469-4200
THE RECREATION SOFTWARE SOLUTION!
Request For Proposal
for
Recreation Software
Prepared by: Dale Geiger
(586) 469-4200 ext. 103
dgeiger@recprosoftware.com
ReCPro™ Software – RFP Response
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
2
http://ReCProSoftware.com
(586) 469-4200
Table of Contents
Cover Letter .............................................................................................................................................. 3
Vendor Information & Background........................................................................................................... 4
Work Plan / Technical Approach ............................................................................................................... 5
Cost Estimate - Main Package / Services .................................................................................................. 6
Cost Estimate - Optional Features / Services ............................................................................................ 7
Cost Estimate - 5 Year Cost Projection ...................................................................................................... 7
Cost Estimate - Integrated Payment Processing ....................................................................................... 8
Cost Estimate - Point of Sale Equipment ................................................................................................ 10
Cost Estimate - Membership Equipment ................................................................................................ 12
References .............................................................................................................................................. 14
Disclosure ................................................................................................................................................ 16
Warranty / Guarantee............................................................................................................................. 16
Subcontracting ........................................................................................................................................ 16
License Agreement.................................................................................................................................. 17
Insurance ................................................................................................................................................. 17
Non-Collusion Affidavit .......................................................................................................................... 18
Scope of Work - Project Details .............................................................................................................. 19
Training ................................................................................................................................................... 21
Software Updates ................................................................................................................................... 21
Vendor Qualifications ............................................................................................................................. 21
ReCPro™ Software – RFP Response
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
3
http://ReCProSoftware.com
(586) 469-4200
April 13, 2018
City of La Quinta
Attn: Luis Magallanez
lmagallanez@la-quinta.org
We appreciate this opportunity to provide this response and look forward to an opportunity to
work with the team at the City of La Quinta! By choosing ReCPro™ Software, La Quinta Parks &
Recreation will become part of a growing community of Parks and Recreation Departments that
are enjoying the benefits of the most Intuitive Solution on the market today.
ReCPro™ Software is scalable so you can choose features based on your organization’s current
needs and add features in the future as those needs expand. We have prepared this prop osal
based on our understanding of your current needs described in the RFP.
R.C. Systems was founded in 1985 (33 Years) and has been offering products and services to the
recreation market since 1995 (23 Years). We offer user-friendly products that are proven and
reliable. We offer friendly, knowledgable and patient customer support that is second to none.
Our goal is to build strong partnerships with our customers and continually improve our products
to meet the expanding needs of those customers. We look forward to a continued long and
mutually rewarding relationship between our two organizations.
Regards,
Dale R. Geiger
Vice President
R.C. Systems, Inc. Phone: 586-469-4200 x103
35807 Moravian Drive Fax: 586-469-4867
Clinton Twp, MI 48035 E-Mail: dgeiger@recprosoftware.com
http://ReCProSoftware.com EIN: 38-2748172
ReCPro™ Software – RFP Response
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
4
http://ReCProSoftware.com
(586) 469-4200
Vendor Information & Background
Vendor Name & Location: R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, Michigan 48035
Proposal Main Contact: Dale Geiger, Vice President
dgeiger@recprosoftware.com
(586) 469-4200 x103
Validity Statement: All information and pricing provided in the proposal will be valid
until October 31, 2018
# of Years in Business: 33 years (since 1985)
# of Years in Rec Software: 23 years (since 1995)
Taxpayer Info: 38-2748172 – (C) Corporation
Firm Ownership: Christopher Andrews – President
Dale Geiger – Vice President
Incorporated in Michigan in June 1985
Parent Company: N/A – no parent company and no subsidiaries
ReCPro™ Software – RFP Response
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
5
http://ReCProSoftware.com
(586) 469-4200
Work Plan / Technical Approach
Typical timeframe for implementations is approximately 8-12 weeks which includes setup &
configuration, data migration, training and testing. The implementation of ReCPro™ will go
through many steps and shall be coordinated with the schedule of the Organization’s
Implementation Project Manager (IPM). Implementation shall commence immediately following
contract signature and down payment.
Step 1: Secure agreement with the Organization and Process Down Payment.
Step 2: Identify the Organization’s Implementation Project Manager (IPM)
Step 3: Provide the Organization’s IPM with Startup Documents for the purpose of
consolidating all information that will be needed during Administrative Setup Training
Step 4: Verify list of any POS/Membership equipment the Organization needs to order
Step 5: Perform setup and configuration of ReCPro™ SQL Database, Software
Application and eCommerce Website at Tier III Data Center
Step 6: Create all of the Organization’s specified User Accounts at Tier III Data Center
Step 7: Welcome Call with Organization’s IPM to introduce trainer and setup specific
training dates & times
Step 8: Receive *.csv file(s) from Organization for Data Migration (if applicable)
Step 9: Admin Setup Training – work with Organization’s IPM to configure all system
setup tables based on Organization’s preferences
Step 10: Create Training Database with all of Organization’s system setup information
Step 11: Perform 1st Round of Data Migration on Training Database (if applicable)
Step 12: End User Training – front desk operations
Step 13: End User Training – website setup and operations
Step 14: Test Transaction Entry by the Organization staff
Step 15: Q & A session to answer any questions and perform any final data configuration
Step 16: Perform Final Round of Data Migration on Live Database (if applicable)
Step 17: Implementation Complete
Step 18: GO LIVE
ReCPro™ Software – RFP Response
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
6
http://ReCProSoftware.com
(586) 469-4200
Cost Estimate – Main Package / Services
Description Fee
ReCPro™ Software (Features)
Base Package – Includes:
- Customer Account Management
- Financial Accounting & Exporting
- Marketing / Communications
- Management Reporting
- Admin Access – Setup of User Names & User Groups
- 10 Concurrent User Accounts
eCommerce Website (Online Purchases & Payments)
Activity Registration
Facility Reservation
Membership / Pass Management
Inventory Control / Point of Sale
Integrated Payment Processing (Credit Card Payments)
Annual Support & Maintenance
Annual Cost for above Package(1)
$1,250.00
In Base Pkg
In Base Pkg
In Base Pkg
In Base Pkg
In Base Pkg
In Base Pkg
$1,000.00
$375.00
$375.00
$375.00
$375.00
$250.00
Included
======================
$4,000.00
ReCPro™ Software (Services)
Professional Setup & Training – 30 Hours (One Time Fee)
Online Training Discount(2)
Data Migration(3)
Cloud Hosting for 10 User Accounts(4)
Total Cost for above Services
$3,000.00
-$1,500.00
$1,500.00
$3,000.00
======================
$6,000.00
Grand Total for First Year $10,000.00
(1) Annual Cost ($4,000.00) is billed annually and will increase a maximum of 12.5% every 5 years.
(2) If you prefer On-Site Training, this discount would not apply + there would be additional Travel Expense
Costs described on Page 7.
(3) Data Migration from your existing system will only include Customer Contact Info; Facility Names &
Addresses; Valid & Active Memberships; Instructor Contact Info. We will not trans fer any payment or
transactional history. We must be provided with *.csv files of data.
(4) Cloud Hosting at our Tier 3 Data Center is $300 per user per year. We have priced this for (10) Secure
User Accounts.
ReCPro™ Software – RFP Response
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
7
http://ReCProSoftware.com
(586) 469-4200
Cost Estimate – Optional Features / Services
Description Fee
ReCPro™ Optional Services
Mobile App for Online Purchases & Payments(1)
Travel Expenses for On-Site Training(2)
Office365 Emailing Service(3)
$1,375.00
$3,100.00
$300.00
(1) Custom Mobile App (both Android & Apple) for your department that would enhance the Online
Purchase and Payment Experience. $1,375 up front and then $375 annually to maintain & update.
(2) If you prefer On-Site Training, travel expenses are $3,100 in addition to the full training & setup fee.
(3) If you prefer to not use your own email server to send out emails from ReCPro™ Software, we can setup
and maintain an Office365 Email account for you and send out all emails through this account. The cost
for this account is $25/month ($300/year) per outgoing email address.
Cost Estimate – 5 Year Projection
5 Year
Costs
Annual
Support
(1)
Annual
Hosting
(2)
Training
& Setup
Travel
Expenses
(3)
Data
Migration
Annual
Payment
Year 1 $4,000 $3,000 $1,500 TBD $1,500 $10,000
Year 2 $4,000 $3,000 $7,000
Year 3 $4,000 $3,000 $7,000
Year 4 $4,000 $3,000 $7,000
Year 5 $4,000 $3,000 $7,000
(1) Annual Cost ($4,000.00) is billed annually and will increase a maximum of 12.5% every 5 years.
(2) Cloud Hosting at our Tier 3 Data Center is $300 per user per year. We have priced this for (10) Secure
User Accounts.
(3) If you prefer On-Site Training, travel expenses are $3,100 in addition to the full setup & training fee.
ReCPro™ Software – RFP Response
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
8
http://ReCProSoftware.com
(586) 469-4200
Cost Estimate – Integrated Payment Processing
Forte Payment Systems is proud to provide a robust processing platform and flexible pricing strategies:
Absorbed Model - credit card/debit card Merchant Services, Electronic Check Services and the
Secure Gateway are absorbed by your office
Service Fee Model – model whereby the fee is paid by the citizen for credit card/debit and
electronic checks. Your office absorbs no cost.
Gateway Only Fee Model - option that allows the option to process through your current
merchant services provider such as Elavon, Tsys, First Data Nashville platform, Global Payments
East host, and Vantiv. Forte will provide the secure payment gateway for processing the
transactions to the particular provider. We will also provide additional tools including reporting,
tokenization, searching and voiding transactions.
Absorbed Model Pricing for Credit/Debit Card transactions:
In this scenario, Forte will provide the credit/debit card and electronic check processing services which
also includes the gateway for processing transactions in a secure environment.
Emerging Market and Public Sector Rate Structure
Processing Costs: Fees Frequency
Visa, MasterCard,
Discover
*Pass Thru pricing + $0.12
+ .40bpts* Per Transaction
American Express *Pass Thru pricing + $0.12 Per Transaction
Statement Fee $5.00 Each Month per mid unless 3 or more
mid’s using Online Reporting
Chargeback Fee $15.00 Per Chargeback
Batch Fee $0.00 No Charge - Waived
Gateway Fee $0.00 No Charge
ACH Fee – debits
/credits
$0.25 w/o Forte Verify
$0.50 with Forte Verify Per Transaction
ACH Return Fee $2.00 Per Return
*Pass Thru pricing includes the direct interchange dues, assessments and all other fees that are charged directly
from the associations. Forte Payment Systems believes in transparent pricing, mea ning that we utilize a Pass-Thru
Plus pricing model. Interchange pass thru pricing is a form of credit card processing that allows the actual cost of
the processing (*interchange fees & assessments) to be passed directly through to the Village (plus) Fort e will charge
an additional $0.15 cents per transaction and a discount rate of .40% or as some would say 40bpts. The advantage
of this pricing strategy is that it is transparent and in most instances, provides the lowest processing costs. We do
not charge additional fees or basis points for mid-qualified or non qualified transactions. The interchange rate is
directly correlated to the type of card being processed and whether it is a card present or card not present
transaction.
ReCPro™ Software – RFP Response
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
9
http://ReCProSoftware.com
(586) 469-4200
“Service (Convenience) Fee” Model Pricing:
In this scenario, with a service fee model approach, the citizen pays a service fee for processing the
transaction through all payment channels. Forte will deposit the principal amount of the transaction due
to your office into designated account and the service fee will be deposited into a Forte account.
MasterCard, Visa, Discover and American Express cards
2.50% of the payment amount with a minimum fee of $1.95 based upon volume.
Example 1- if a payment is made for $100.00, the service fee that would be charged to the citizen would
be $2.50 ($100.00 x 2.50%=$2.50).
Example 2- if a payment is made for $50.00, the minimum service fee that would be charged to the citizen
would be $1.95. ($50.00 x 2.50%=$1.25, the minimum fee of $1.95 would apply).
Gateway Only Pricing Option:
Forte offers secure Gateway Services using your existing credit card merchant services provider
Fee Description Fee Frequency
Forte Gateway Fee $0.12 Per Transaction
Minimum Gateway Fee $12.95 Each Month
Equipment and Service Pricing:
Standard Product and Optional
Service Pricing
Description Fees and Cost of Equipment
VeriFone Vx520 Hybrid Terminal
One-Time Purchase – $299.00
Standard 1 Year Warranty
Optional Ext. Warranty $3.50/month
----------------------------------------
(or) Monthly Rental - $20.00
Lifetime Warranty
----------------------------------------
*Cable purchase is required to
attach terminal to PC
VeriFone Vx520 Hybrid Cable
Requirement
Cable Used for Hybrid Load
Terminals
$25.00 each
On-line Reporting Tools All Channels (INT, IVR, POS) Unlimited Users $0.00
ReCPro™ Software – RFP Response
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
10
http://ReCProSoftware.com
(586) 469-4200
Cost Estimate – Point of Sale Equipment
Complete POS Workstation – We can sell a complete POS Workstation as listed below or sell the individual
components based on your needs. The Workstation below will give you the ability to utilize a Touch
Screen, Process Credit Cards, Print Tape Receipts and store Cash, Checks, etc. in the Cash Drawer.
Price
Complete POS Workstation (for purchase through ReCPro™) Each Image
All-in-One PC/Touch Screen (POS-X ION-TP3A-D4U3)- This POS-X ION Fit
POS Computer will give you top of the line technology to operate your POS
system. 15” LCD Monitor, Dual-Core Atom 1.8 GHz Processor, 4 GB RAM,
64 GB SSD, Windows 7 Pro O/S. Exact Model – ION-TP3A-D4U3
$1,250.00
Receipt Printer (POS-X EVO-PT3-1HU) - This EVO HiSpeed Receipt Printer
will print quality thermal receipts and connects to the Cash Drawer.
$285.00
Cash Drawer (POS-X ION-C16) - This 16” Cash Drawer will sit on top of the
counter and allow you to have a secure place to keep all cash, check and
credit card receipts. The Cash Drawer connects to Receipt Printer and
opens when a receipt prints. Included: USB Cable (EVO-CD-USB)
$175.00
Thermal Receipt Paper (XWP-T220) – 1 Case (50 Rolls) Thermal Receipt
Paper.
$100.00
Grand Total for ‘Complete POS Workstation’
$1,810.00
** Credit Card Reader sold separately (through Forte)
** ReCPro™ reserves the right to change at any time the Make, Model & Pricing of Equipment.
Please verify latest information with ReCPro™ prior to placing an order.
ReCPro™ Software – RFP Response
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
11
http://ReCProSoftware.com
(586) 469-4200
Additional/Optional POS Items – The items above can be ordered individually if you don’t need a
complete POS Workstation. Below are some additional items that can serve as optional items depending
on your needs.
Price
Additional POS Equipment Each Image
17” Touch Screen (POS-X ION-TM2B)- This 17” Touch Screen is a great
option if you already have a PC in place and are looking for Touch Screen
capabilities.
$525.00
19” Touch Screen (ELO 1919L – E760102)- This 19” Widescreen Touch
Screen with AccuTouch (Resistive) Touch Technology is a great option if
you already have a PC in place and are looking for Touch Screen
capabilities.
$725.00
Mounting Brackets (EVO-CD16B) - If you would like to Mount your Cash
Drawer under a counter, these brackets will be necessary.
$25.00
** ReCPro™ reserves the right to change at any time the Make, Model & Pricing of Equipment.
Please verify latest information with ReCPro™ prior to placing an order.
ReCPro™ Software – RFP Response
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
12
http://ReCProSoftware.com
(586) 469-4200
Cost Estimate – Membership Equipment
Camera / Scanners Price Each Image
Logitech Webcam C905 – Comes with stand – Allows staff to capture
photo of each member and link it to their profile.
$150.00
Honeywell Genesis MK7580 2D Scanner/Imager – Would members like
to check-in using their Cell Phone? This is the scanner for you. Scanner
will read standard ID Cards/Key Tags AND barcodes from mobile devices.
$425.00
Honeywell Orbit MS7120 1D Scanner – Barcode scanner that will read
barcodes from ID Cards or Key Tags. Will NOT read barcodes from
mobile devices.
$325.00
OPTION 1 – Custom Key Tags – The front of the Key Tag will be designed with your logo and
department info and the back of the Key Tag will contain the bar code which will identify each member.
Price
Custom Key Tag Descriptions Quantity Each Extension Image
Custom Key Tags – With Barcode
(1 Key Tag Per Member) – Most Popular Option
500
1,000
2,500
5,000
10,000
25,000
$0.75
$0.70
$0.40
$0.30
$0.25
$0.15
$375.00
$700.00
$1,000.00
$1,500.00
$2,500.00
$3,750.00
Custom Card + Key Tags – With Barcode
(1 Full Size Card + 2 Key Tags Per Member)
500
1,000
2,500
5,000
10,000
$1.25
$0.95
$0.70
$0.55
$0.45
$625.00
$950.00
$1,750.00
$2,750.00
$4,500.00
ReCPro™ Software – RFP Response
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
13
http://ReCProSoftware.com
(586) 469-4200
OPTION 2 – Photo ID Cards
Photo ID Card Equipment Descriptions Price Each Image
Magicard Rio Pro ID Card Printer – Single Side, Barcode, Full Color – USB
& Ethernet options to print out quality ID Cards.
$2,000.00
Below you will find all of the supplies you will need to print Photo ID Cards. We have pricing for
the Plastic Cards along with pricing for the Ribbon and Printer Cleaning Kits. Simply select the
quantity of Photo ID Cards you would like to produce and we’ve provided pricing for the cards,
the ribbons and cleaning kits along with a Total Cost for that quantity.
Photo ID
Card
Quantity
Breaks
30 MIL PVC
Plastic Cards
YMCKO
Ribbons(1)
Printer(2)
Cleaning Kits Total Cost
500
@ $0.150 ea.
$75.00
2 @ $100 ea.
$200.00
1 @ $50 ea.
$50.00 $325.00
1,000
@ $0.125 ea.
$125.00
4 @ $100 ea.
$400.00
1 @ $50 ea.
$50.00 $575.00
2,500
@ $0.100 ea.
$250.00
9 @ $95 ea.
$855.00
3 @ $50 ea.
$150.00 $1,255.00
5,000
@ $0.085 ea.
$425.00
17 @ $85 ea.
$1,445.00
5 @ $50 ea.
$250.00 $2,120.00
10,000
@ $0.075 ea.
$750.00
34 @ $75 ea.
$2,550.00
9 @ $50 ea.
$450.00 $3,750.00
(1) Each Ribbon is rated to last for 300 card prints.
(2) Each Cleaning Kit is rated to last for 1,200 card prints.
** ReCPro™ reserves the right to change at any time the Make, Model & Pricing of Equipment.
Please verify latest information with ReCPro™ prior to placing an order.
ReCPro™ Software – RFP Response
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
14
http://ReCProSoftware.com
(586) 469-4200
References
Former RecTrac Users
Township of West Bloomfield P&R Kelly Hyer, Recreation Supervisor
West Bloomfield, MI (pop. 64,700) (248) 451-1910
http://registration.wbparks.org khyer@westbloomfieldparks.org
Project Features – 15 User Accounts – Base Package, Activity Registration, Facility
Reservation, Child Care / Day Camp Management, eCommerce Website, Integrated
Payments. Project Dates – July 2017 thru November 2017.
City of Huntington Woods P&R Mary Gustafson, Director
Huntington Woods, MI (pop. 6,500) (248) 541-3030 x711
http://recreation.hwmi.org mgustafson@hwmi.org
Project Features – 15 User Accounts – Base Package, Activity Registration, Facility
Reservation, Membership Management, Inventory / POS, eCommerce Website, Integrated
Payments. Project Dates – December 2016 thru March 2017
Township of Clinton P&R / Senior Center Kathy Edwards, Account Clerk
Clinton Township, MI (pop. 96,800) (586) 286-9336
http://register.clintontownship.com k.edwards@clintontownship.com
Project Features – 10 User Accounts – Base Package, Activity Registration, Facility
Reservation, Membership Management, eCommerce Website, Integrated Payments. Project
Dates (P&R) – July 2017 thru August 2017
California Users
City of Avalon Community Services Dan Huncke, Director
Avalon, CA (pop. 4,000) (310) 510-0220 x230
http://recreation.cityofavalon.com dhuncke@cityofavalon.com
Project Features – 5 User Accounts – Base Package, Activity Registration, Facility Reservation,
League Management, Child Care Management, Locker Rentals, eCommerce Website,
Integrated Payments. Project Dates – November 2017 thru January 2018
City of Monrovia Parks & Recreation Heather Sayers, Rec Supervisor
Monrovia, CA (pop. 41,000) (626) 256-8230
http://cityofmonroviarecreation.org hsayers@ci.monrovia.ca.us
ReCPro™ Software – RFP Response
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
15
http://ReCProSoftware.com
(586) 469-4200
Project Features – 10 User Accounts – Base Package, Activity Registration, Facility
Reservation, Membership Management, Inventory/POS, eCommerce Website, Integrated
Payments. Project Dates – July 2014 thru September 2014
Town of Corte Madera Parks & Recreation Mario Fiorentini, Director
Monrovia, CA (pop. 10,000) (415) 927-5075
http://www.cmparksandrec.org mfiorentini@ci.corte-madera.ca.us
Project Features – 10 User Accounts – Base Package, Activity Registration, Facility
Reservation, Child Care Management, eCommerce Website, Integrated Payments. Project
Dates – September 2010 thru November 2010
*** Additional References Upon Request ***
ReCPro™ Software – RFP Response
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
16
http://ReCProSoftware.com
(586) 469-4200
Disclosure
We have no history of contract failures, criminal litigation or any guilty judgements in the last 33
years.
Warranty / Guarantee
Below is language from our License Agreement relative to warranty.
Limited Warranty: R.C. Systems, Inc. (RCS) warrants, for a period of ninety (90) days from
the date of purchase as evident by a copy of executed Agreements, the installed &
configured copy of the ReCPro™ Software program will contain the features
demonstrated to the City of La Quinta, CA (the Organization) and defined in the proposal
package.
RCS warrants, for the duration of the license agreement notwithstanding anything to the
contrary contained herein, that the installed & configured copy of the ReCPro™ Software
program does not infringe any third-party’s intellectual property rights. RCS shall
indemnify, defend and hold the Organization harmless from and against all claims, suits,
damages, settlements and judgments arising out of any breach of the warranty in the
preceding sentence.
RCS does not warrant the operation of the installed & configured copy of the ReCPro™
Software program will meet the Organization’s exact requirements as the ReCPro™
Software program is a standardized software intended to work for many similar
organizations.
RCS does not warrant the operation of the installed & configured copy of the ReCPro™
Software program will be without errors or interruptions.
RCS does not warrant the documentation is correct or always current.
All system errors will be corrected under the terms of the Support & Maintenance
Agreement. RCS assumes no responsibility for errors or discrepancies found or problems
the Organization encounters as a result of improper input of data by users.
Subcontracting
The only portion of this project that will get subcontracted is the Credit Card Processing
functionality. We have integrated with a PCI / EMV Compliant payment proc essor (Forte
Payment Systems – http://Forte.net) and they will handle the processing of all electronic
payments.
ReCPro™ Software – RFP Response
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
17
http://ReCProSoftware.com
(586) 469-4200
License Agreement
Below are comments in regards to the City’s Master Software License Agreement where we
would have issue.
(2-g) User Manuals – We provide all users with access to PDF files containing all user manuals. It
will be the City’s responsibility to print as many copies as desired. The PDF files are updated with
each release.
(2-j) Development Environment – We do provide a “Test/Training Environment”, but we will not
provide a Development Environment because we do not offer any customizations to the
software. Our product is a standardized system with the same copy/version deployed to all
customers.
(3-a) Delivery – The software will be on the CLOUD at a Data Center, so we won ’t be delivering
the software to any City locations as City users will access the software through a web browser
with no local installation.
(3-b) Installation – The software will be on the CLOUD at a Data Center, so we won’t be installing
the software on any City computer systems. City users will access the software through a web
browser with no local installation.
(3-e) Testing – We have no issue with the City’s “Testing Period”, but if a true DEFECT or BUG is
identified by the City, we would need more than five (5) days to FIX the DEFECT or BUG. With
any DEFECT or BUG fix and then patch release, it takes longer than five (5) days to repair the
code, test the functionality and then deploy the update to the Data Center. We would need to
rework the wording of this paragraph to be a more realistic timeframe t o repair a DEFECT.
DEFECT or BUG is defined as the software not operating as it was written/intendend. A DEFECT
is not when the software does not work/function as the City desires it to function.
(10) Source Code – We will not enter into a source code escrow agreement and we will not pay
for an escrow account for software source code. We will however provide the City with a copy
of the Source Code to the City in the event we go out of business or discontinue the development
and support of the software program.
Insurance Coverage
We comply with all of the City’s Insurance Coverage requirements as stated in the RFP.
ReCPro™ Software – RFP Response
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
18
http://ReCProSoftware.com
(586) 469-4200
Non-Collusion Affidavit
I, Dale Geiger herby declare as follows: I am the Vice President of R.C. Systems, Inc., the party
making the foregoing proposal, that the proposal is not made in the interest of, or on behalf of,
any undisclosed person, partnership, company, association, organization, or corporation; that
the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly
induced or solicited any other proposer to put in a false or sham proposal, and has not directly
or indirectly colluded, conspired, connived, or agreed with any proposer or anyone else to put in
a sham proposal, or that anyone shall refrain from proposing; that the proposer has not in any
manner, directly or indirectly, sought by agreement, communication, or conference with anyone
to fix the proposal price or the proposer or any other proposer, or to fix any overhead, profit, or
cost element of the proposal price, or of that of any other proposer, or to secure any advantage
against the public body awarding the contract of anyone interested in the proposed contract;
that all statements contained in the proposal are true; and, further, that the proposer has not,
directly or indirectly, submitted his or her proposal price or any brea kdown thereof, or the
contents thereof, or divulged information or data relative thereto, or paid , and will not pay, any
fee to any corporation, partnership, company association, organization, proposal depository, or
to any member or agent thereof to effectuate a collusive or sham proposal.
I declare under penalty of perjury under the laws of the State of California that the foregoing is
true and correct.
Proposer Signature
By Name Dale Geiger
Title Vice President
Organization R.C. Systems, Inc.
Address 35807 Moravian Drive, Clinton Township, Michigan 48035
ReCPro™ Software – RFP Response
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
19
http://ReCProSoftware.com
(586) 469-4200
Scope of Work – Project Details
Below are the features included with the quoted package we plan to deliver to the Cit y.
1. Activity Registration
a. Our Activity Setup program allows users to setup programs that are “Session Based”,
“Drop-In” or “Both” where a customer could sign up for the full session or drop-in
when available. Drop-In registration can then be processed through the Member
Check-In program so Members can choose and pay for their daily drop-ins as they
enter the facility.
b. Our eCommerce Website is mobile friendly and very easy to use for your patrons. If
you’d like to take it a step further, we also offer a Mobile App (Apple or Android) for
your customers to download to their phone so they can more easily register for
programs. We’ve provided URL links to customer’s registration websites in the
Reference section of this proposal so you can review some of our work.
c. We offer an Instructor Payments function that will automatically calculate the
Estimated to Pay for each Instructor (based on a percentage). Program Manager has
the ability to override and then print out a Check Request that can be submitted to
Accounting for payment.
d. Our refund process allows staff to determine the amount of refund (partial or full) and
then process the refund by either refunding a customer credit card or printing a check
request that can be submitted to Accounting for payment. Refund Receipts can be
printed to be provided to the customer.
e. From Season to Season the program manager can roll over programs and then update
fees, dates, times and any other variables that may be different moving forward.
f. Under program setup, the program manager can identify and “Required Documents”
like waivers or any other forms that the customer will be required to upload. These
waivers can be agreed to (electronically) on the website or in-house.
2. Facility Rental Management
a. Our Facility Rental function can be used by internal staff or by patrons online. The
online portal provides staff with the option for “Request Only” (which needs to then
get approved by staff) or “Rent & Pay” (which allows patrons to rent & pay
immediately).
b. Our Facility Rental function allows users to setup notifications to be sent to
appropriate staff about any reservations processed. These email notifications can
also include an *.ics file for upload to an external calendar.
c. Our eCommerce website provides a Google Map for the selected Facility. There is
also a Facility Calendar that patrons can utilize to check availability.
d. Our Facility Rental system provides a way to collect Security Deposits and then a
means to process the return/refund of that deposit (in full or partial).
ReCPro™ Software – RFP Response
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
20
http://ReCProSoftware.com
(586) 469-4200
3. Membership Management
a. Our software contains a Membership component that will allow staff to setup and sell
ongoing Memberships, Seasonal Passes and Visit Passes (Punch Cards). Our system
also provides an option to setup any membership with Auto-Pay where the member’s
credit card will get automatically charged once per month for the duration of the
membership.
b. We have recommended and sold Magicard Rio Pro printers for several years. From
my understanding the Enduro 3E is configured the same as the Rio Pro so we should
not have any issue working with your existing printer. We also offer custom, pre-
printed key tags if you choose to use those instead of printed cards.
c. Barcodes typically will work with any type of barcode scanner. We do also offer 2D
Imagers that can also read a barcode from a patron’s phone.
4. Account Management
a. Our system provides financial (fund/cash) accounting & financial reporting.
b. Our end of day report will allow staff to reconcile all payments and refunds at the end
of each day of business. This report also includes all payments that came in through
the eCommerce Website.
c. We offer an Instructor Payments function that will automatically calculate the
Estimated to Pay for each Instructor (based on a percentage). Program Manager has
the ability to override and then print out a Check Request that can be submitted to
Accounting for payment.
d. We utilize Forte Payment Systems – http://forte.net for all payment processing.
e. Our system provides a G/L Export function that can be utilized to create a *.txt file to
submit to accounting for the purpose of uploading into the City’s financial system. We
currently have preloaded templates that support Tyler ’s Munis and Incode systems.
5. POS
a. Our system allows users to accept CASH, CHECK and CREDIT CARD. We also allow
customers to carry “Account Credits” that can be used as a form of payment.
b. Our POS system allows for payments/receipts, refunds, voids, credits and works with
automatically opening the cash drawer.
c. Our system provides a merchandise area to setup and sell general admission tickets.
d. Our Inventory system allows users to identify any sale items and specify the
timeframe of the sale.
6. Miscellaneous
a. Our eCommerce Website is integrated with Facebook and Twitter as a means for
patrons to share with friends and family the programs for which they are registering.
b. Electronic Waivers are offered for Program Registration, Membership Sales and
Facility Rentals.
ReCPro™ Software – RFP Response
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
21
http://ReCProSoftware.com
(586) 469-4200
Training
With the quoted package, we are offering 30 hours of training for th e City. This will include the
initial Setup (or Admin) Training and then finish up with End User Training. Typically the Setup
Training will be performed Online, but the user will then need to decide if End User Training will
also be performed Online or Onsite. Additional travel expenses will be incurred with Onsite
training. Training will be divided into 10 different 3 hour sessions and can span as many days or
weeks as will be comfortable for staff to be trained and then input dat a.
Software Updates
Our typical development cycle allows us to release a Major “Feature” Update every 6 months.
Patch Updates (for bug fixes) are released as needed.
Vendor Qualifications
1. We have been doing business in California since our first install in 2007.
2. We have been selling software since 1985 (33 years) and working with recreation agencies
since 1995 (23 years).
3. We have the proper amount of insurance coverage as stated in your RFP.