HomeMy WebLinkAboutrec (New Software for Parks) City of Jeffersonville
Government Contract Coversheet
Please note: All information MUST be completely filled out and submitted to Clerk's Office
within 48 hrs of execution.
Date Submitted to Clerk:
Department: ra'C\41-S
Vendor Name: Q c_
Sign Date: \�
Ending Date: C.NN \r o
Amount of Original Contract: $ SS OM
Is this an amendment or change order
to original contract? Yes or No
•
Amended Contract Amount:
Purpose: 54 VaC\-4 For Clerk's Office to fill out
Date uploaded to Gateway: // ,/'s
Docusign Envelope ID:42AB0520-A4C7-43F6-8A27-DF266D2860CA
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Docusign Envelope ID:42AB0520-A4C7-43F6-8A27-DF266D2860CA
rec
Jeffersonville technologies
Pricing Comparison
We'd get started on our full implementation of Rec at a fraction of the cost of CivicRec —
no additional fees at all. Once class registration and facility bookings are fully migrated,
we will deliver a completely modernized, upgraded experience for a lower overall cost
than CivicRec!
2025 Projected Costs
CivicRec Rec
Implementation $30,000 $3,000*-
Annual Fee $6,000 S11,500
Pmt Processing $52,650 S42,900
Total Annual S64,650 S55,000
Roc Concierge Implementation
Rec provides white-glove care
to mig-ate residents and staff
from CivicRec to Rec
Additional Annual Savings
Rec Customer Support Facility Booking Auto-Pilot
On average, Rec's system covers Cut the team's email back-and-forth ;�
240 hours of customer support with complex facility renters in half.
monthly for agencies, amounting to Rec's platform will automatically
$5-10,000 in savings for internal remind renters to upload
resources providing phone and email documents, pay security deposits
technical and programming support. and more.
Docusign Envelope ID:42AB0520-A4C7-43F6-8A27-DF266D2860CA
rec
technologies
Pricing Overview
Our goal is to provide transparent pricing with no hidden cr surprise costs. Our pricing
is based on the size of population served and scale of programming and facility
revenue to summarize the cost for the licensing of Rec's technology.
� 1
Implementation Includes an unlimited# of training
days onsite and a complete data $3,000
& Training configuration by Rec.
4111)
r ( MOST POPULAR
Flat Annual Fee Variable Technology Fee
A flat annual fee for Rec's full A "pay as you go"fee that is charged
technology platform for programming . based oq transaction revenue for
and facilities management. / Or facilities and programming. Separate
from payment processing %.
$11,500 2.5% Transactions
Embedded Payment Processor*
3.57 (1.25%-) 11- 1
Credit Cards ACH or eCheck Cash or Physical Check
0 ( O.3O) Per transaction
'The City can pass through any amount of payment processing fees to the end user on the Rec platform.
Docusign Envelope ID:42AB0520-A4C7-43F6-8A27-DF266D2860CA
REC TECHNOLOGIES INC.
SERVICES AGREEMENT
Client and Rec share the goal of increasing community participation. Client desires to make its facilities
and programming offerings available to residents and to otherwise take advantage of the administrative,r er ulhig, and transactional, and marketing functions of the Rec Platform to help get the local
community active.Rec also desires to give Client access to the Rec rm in a way that improves the
day-to-day operations for the Client.
This Services Agreement("Agreement")is made as of November 22,2024(the"Effective Date"),by and
between Jeffersonville Parks & Recreation("Client")and Rec Technologies Inc. ("Rec"). Client and
Rec are referred to herein collectively as the"Parties,"and each as a"Party."
This Agreement is comprised of the following:
Schedule 1 (Services)
Schedule 2(Fee Schedule)
Schedule 3(Marketing&Promotional Commitments)
Schedule 4(Scope of Work)
1. Services.Rec owns and operates a proprietary technology platform(the"Rec Platform")that
powers the management and use of facilities such as racquet courts, sorb fields,aquatics centers and
other recreational spaces,which may include opportunities for Rec's authorized users to view schedules
and play guidelines, book programming and reserve such spaces for recreational use,lessons, and other
facilitated or unfacilitated activities(collectively,the"Services").Client shall be entitled to the Services
set forth in Schedule I (attached hereto)at the negotiated rates set forth in Schedule 2(attached hereto).In
addition to the Services set forth in Schedule 1, Client may also opt in to additional services as approved
in writing(via amendment or email)by the Parties hereto.Use of the premises and the Services shall at all
times be subject to Client's resident terms of use and Rec's published community guidelines.
2. Term;Termination.
(a) lena.This Agreement commences on the Effective Date and continues through the date that is two
(2) years from the Effective Date, unless earlier terminated in accordance with the terms of this
Agreement(the"Initial Berm").Unless otherwise set forth herein,upon e4piration of the Initial Term,this
Agreement will automatically renew for additional consecutive one-year (1-year) periods (each, a
"Renewal Term" and, collectively with the Initial Term,the"Term"),=less and until either party gives
the other at least ninety (90)days' prior written notice.Fees during any Renewal Term shall be the same
as that of the previous term unless Rec provides Client with notice of a pricing change,in which case such
pricing change will go into effect during the next Renewal Term.
(b) Termination. Either Party may terminate this Agreement immediately by written notice to the other
Party in the event of(i)the other party materially breathes the Agreement and does not cure such breach
within thirty(30)days following written notice thereof or(ii)either Party makes a general assignment for
the benefit of creditors, is adjudicated as bankrupt or insolvent, commences a case under applicable
bankruptcy laws or files a petition seeking reorganization.
(c) Effect of TrminatiQ.Upon expiration or termination of this Agreement,(i)the rights and licenses
granted to Client hereunder will terminate immediately and Client shall be responsible for all Fees due as
of the date of termination as set forth in Schedule 5 hereto,(Li)Client will immediately cease all use of the
Rec Platform and (ili) each Party will return or destroy and make no further use of any Confidential
Information belonging to the other Party.
3. Representations&Warranties
(a) Each Party represents to the other that It is a valid legal entity and is in good standing or validly
existing under the laws of the state of its formation and residence.Each Party represents that it has all the
requisite legal power and authority to execute,deliver and perform its obligations under the Agreement;
that the execution, delivery and performance of the Agreement has been duly authorized; that the
Agreement is enforceable in accordance with its terms;and that no approval,authorization or consent of
any governmental or regulatory authorities is required to be obtained or made in order for it to enter into
and perform its obligations under the Agreement
(b)EXCEPT FOR THE LIMITED PERFORMANCE WARRANTY STA ABOVE,REC AND ITS
AFFILIATES AND SUPPLIERS DO NOT REPRESENT THAT S USE OF THE SERVICES
WILL BE SECURE, TIMELY, UNINTERRUPTED OR ERROR-FREE OR THAT THE SERVICES
WILL MEET CLIENT'S REQUIREMENTS OR THAT ALL ERRORS IN THE SERVICES OR
DOCUMENTATION WILL BE CORRECTED OR THAT THE O SYSTEM THAT MAKES
THE SERVICES AVAILABLE (INCLUDING BUT NOT LIMITED TO THE INTERNET, OTHER
TRANSMISSION NETWORKS,AND CLIENT'S LOCAL NETWORK�EQUIPMENT)WILL BE
FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS.THE WARRANTY IS THE
SOLE AND EXCLUSIVE WARRANTY OFFERED BY ANY PARTY OR THIRD PARTY. THERE
ARE NO OTHER WARRANTIES OR CONDITIONS, EXPRESS OR IMPLIED, INCLUDING
WITHOUT LINRTAT ION,THOSE OF MERCHANTABILITY, SATISFACTORY QUALITY,FITNESS
FOR A PARTICULAR PURPOSE OR NON-INFRINGEMENT OF PARTY RIGHTS.EXCEPT
FOR THE LIMITED WARRANTY EXPRESSLY MADE ABOVE,THE VICE IS PROVIDED TO
CLIENT ON AN "AS IS" AND "AS AVAILABLE" BASIS. CLIENT ASSUMES ALL
RESPONSIBILITY FOR DETERMINING WHETHER THE SERVI OR THE INFORMATION
GENERATED THEREBY IS ACCURATE OR SUFFICIENT FOR a.resr
S PURPOSES.
4.Indemnification
(a) Each party (the"Indemnifying Party") shall Billy indemnify, d- -,.,, and hold harmless the other
party and its officers,directors,employees,agents,successors and assigns the"Indemnified Party")from
and against any and all third party claims,damages,liabilities,losses,and • . (including any and all
reasonable attorney fees, expenses and costs) incurred by or asserted against any Indemnified Party of
whatever kind or nature due to (a) a breach or alleged breach by the Indemnified Party of any
representation or warranty in this Agreement, and/or(b)a claim related to the negligent acts or negligent
failure to act,errors,omissions,or willful misconduct of the Indemnifying party,its employees,agents,or
contractors. The Indemnified Party shall promptly notify the Indemnifying of any such claims,suits
and actions, and upon request,provide reasonable assistance to the Indemnifying Party.The Indemnifying
Party shall not enter into any settlement or compromise related thereto than contains an admission on the
part of the Indemnified Party or otherwise negatively impacts the Indeinnifed Party in any manner
without the prior written consent of the Indemnified Party.
S. Intellectual Property
(a) thignsiti. Except as expressly set forth herein, Rec and its licenors own all rights, including
Intellectual Property Rights, in the Services and any information included therein(excluding any Client
Data), including software and other technology underlying the Services and any individual user account
data and records, any modifications, enhancements, customizations, updates, revisions or derivative
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Docusign Envelope ID:42AB0520-A4C7-43F6-8A27-DF266D2860CA
works of the Services or such technology or information.No transfer of ownership will occur under this
Agreement
(b) Client Data. Except as expressly set forth herein, Client will oven all worldwide right, title and
interest in and to all Client Data and Rec will not obtain any ownershi,rights or interests in such data.
Client hereby grants to Roc a non-exclusive license to use,reproduce,modify and distribute copies of and
make available the Client Data and to sublicense such rights as is necessary to provide the Rec Platform
to Client "Client Data" will mean all data and information submitted to the Rec Platform under the
account of an employee,consultant,contractor or agent of Client
(c) $ . Client will not, and will not allow any third party to (i) modify, copy or otherwise
reproduce the Rec Platform or content available therein in whole or in part except as may otherwise be
agreed upon by the Parties in writing,(ii)reverse engineer,decompile,disassemble or otherwise attempt
to derive the source code form or structure of the software used in the Rae Platform,(iii)provide,lease or
lend the Rec Platform to any third party except as expressly mftmir. hereunder, (iv) remove any
proprietary notices or labels displayed on the Rec Platform,(v)modify or create a derivative work of any
part of the Roc Platform,(vi)use the Rec Platform for any unlawful purpose,or(vil)"frame"or"mirror"
any of Rec's content which forms part of the Rec Platform. All rights!not expressly granted to Client
under this Agreement are reserved by Rec.
6. Equal Opportunity. Rec will not discriminate against any employee, applicant for employment,
agent or subcontractors,or in the selection thereof because of race,religion,color,national origin,marital
status,sex,disability,sexual orientation or age. Rec will take such actions as are reasonably necessary to
ensure that employees,applicants for employment,agents or subcontractors,are treated without regard to
their race, religion, color,national origin, marital status,sex,sexual orison or age. As used herein,
the term "treated" will mean and include, without limitation, the following: recruited, whether by
advertising or other means; compensated, whether in the form of rotes of pay or other forms of
compensation; selected for training, including apprenticeship; promoted; upgraded; demoted;
downgraded;transferred;laid off;and terminated.
7. Confidentiality. Each party agrees to keep confidential and not disclose or use any confidential
information of the other party except as necessary for the performance of its obligations under this
Agreement
8. Independent Contractor.Rec,in performance of its obligations under this Agreement,is acting as an
independent contractor,and the personnel supplied to Client are engaged solely by Rec and not by Client
Rec personnel are not employees or agents of Client,and neither Rec nor its employees or agents will be
subject to the direction, control or supervision of Client with respect that time spent or procedures
followed in the performance of the Services hereunder, and has no right power,express or implied to
do any act or thing that would bind Client.
9. Limitation of Liability. TO THE FULLEST EXTENT P BY LAW, IN NO EVENT
WILL REC (INCLUDING ITS SUBSIDIARIES AND OTHER ) OR ITS OR THEIR
OFFICERS, EMPLOYEES, AGENTS, SUPPLIERS OR LICENSORSBE LIABLE FOR ANY
INDIRECT, INCIDENTAL, SPECIAL, PUNITIVE, COVER OR CONSEQUENTIAL DAMAGES
(INCLUDING, WITHOUT LIMITATION, DAMAGES FOR o PROFITS, REVENUE,
GOODWILL, USE OR CONTENT) HOWEVER CAUSED,UNDER • THEORY OF LIABILITY,
INCLUDING, WITHOUT LIMITATION, CONTRACT, TORT, WARRANTY, NEGLIGENCE OR
OTHERWISE, EVEN IF COMPANY HAS BEEN ADVISED AS TO THE POSSIBILITY OF SUCH
DAMAGES. TO THE MAXIMUM EXTENT PERMITTED BY' APPLICABLE LAW, THE
AGGREGATE MAXIMUM LIABILITY OF REC (INCLUDING ITS SUBSIDIARIES AND OTHER
AFFILIATES) AND ITS AND THEIR OFFICERS, EMPLOYEES,' AGENTS, SUPPLIERS OR
Docusign Envelope ID:42AB0520-A4C7-43F6-8A27-DF266D2860CA •
LICENSORS, RELATING TO THE SERVICES WILL BE LIMITED TO AN AMOUNT PAID BY
CLIENT DURING THE 12-MONTH PERIOD OCCURRING IMMEDIATELY PRIOR TO THE
EVENT GIVING RIGHT TO LIABILITY. THE EXISTENCE OF MULTIPLE CLAIMS WILL NOT
INCREASE SUCH LIMIT. THE LIMITATIONS AND EXCLUSIONS ALSO APPLY IF THIS
REMEDY DOES NOT FULLY COMPENSATE CLIENT FOR ANY LOSSES OR FAILS OF ITS
ESSENTIAL PURPOSE. SOME JURISDICTIONS DO NOT o W THE LIMITATION OF
INCIDENTAL, CONSEQUENTIAL OR OTHER DAMAGES. IN SUCH AN EVENT THIS
T LI IITA ION WILL NOT APPLY TO THE EXTENT PROHIBITED BY LAW. The Parties
acknowledge that the limitations set forth in this Section are integral to the amount of fees charged in
connection with making the Services available to Client and that,were Rec to assume any further liability
other-than as set forth herein,such fees would of necessity be set substantially higher.
10.Governing Law.This Agreement has been made in and will be construed and enforced in accordance
with the laws of the State of California applicable to agreements executed and wholly to be performed
therein. Any action to enforce this Agreement will be brought in the federlal or state courts located in the
City of San Francisco.
it Supremacy of this Agreement The provisions, terms and condit(ons of this Agreement hereto
represent the entire Agreement and supersede any prior written agreement or understanding not
incorporated herein. In the event that inconsistencies exist between this Agreement and any prior written
agreements or understandings,the terms of this Agreement will prevail.
12. Right of Assignment Neither this Agreement nor any rights or Obligations hereunder may be
assigned by either party hereto without the consent of the other;provided;however,that each party will
have the right to assign this Agreement without the other parry's consent hi connection with the purchase
or sale of its business. This Agreement will inure to the benefit of and be binding upon the Parties and
their representative successors and assigns. Nothing will prevent the use by or for sublicense to, or
assignment,in whole or in part,of this Agreement to Client's parent company or to subsidiaries of either
thereof.
13. Further Assurance. The Parties agree to perform all acts and execute all supplementary
instruments or documents which may be necessary or desirable to carry out the provisions of this
Agreement
14. No Waiver.The failure of either party to insist upon the performance of any terms or conditions of
this Agreement or to exercise any rights or privilege conferred in this Agreement or the waiver of
enforcing penalties resulting from any breach of any of the terms or conditions of this Agreement,will not
be construed as waiving any such terms,conditions, rights or privileges,Mint the same will continue and
remain in full force and effect as if no such forbearance or waiver had occurred.
15. Insurance. Rec will maintain the following insurance coverage wiring Client and its directors,
agents and employees as additional insured. Upon request,Rec will provide Client with a Certificate of
Insurance reflecting such coverage.
(a) Commercial General Liability:$1,000,000 per occurrence and$2,000,000 Aggregate
(b) Cyber, Tchnology and Professional Liability: $2,000,000 per occurrence and $2,000,000
Aggregate
(c) Sexual Abuse do Molestation Liability:$1,000,000 Aggregate
(d) Worker's Compensation: Employee's liability insurance with minimum limits of$1,000,000 per
occurrence. The workers compensation policy shall be endorsed with a waiver of subrogation in
favor of Client for all work performed by Rec,its employees,agents and subcontractors.
Docusign Envelope ID:42AB0520-A4C7-43F6-8A27-DF266D2860CA
16. Force Ma jeure.Neither party will be liable for any delay in the performance or non-performance of
its obligations if such delay or non-performance is due to causes beyond such party's reasonable control,
including but not limited to, fire, explosion, accidents, strikes, breakdown of plant, epidemic,cyclone,
floor or power failure,civil disorder,acts of government,acts of public enemies,acts of terrorism,war,
revolution, civil commotion, blockage or embargo, business interruption, business emergency,any law,
order,proclamation,regulation, ordinance,demand or requirement of any government or any subdivision
authority or representative of any such government or any other force it
event("Force Majeure").
In the event a Force Majeure is affecting any Party,the affected Party have the right to terminate this
Agreement by providing written notice to that effect and the affected Party will be released from its
obligations under the Agreement and will not be obligated to make further payments under this
Agreement as of the termination date.
17. Notices.All notices and other communications required or permitted under this Agreement will be in
writing and will be effective: (i)when personally delivered;(ii)the next business day following deposit
with a reputable courier service for overnight delivery;or(ili)five(5)bt aims days following deposit in
the United States mail, first class postage prepaid, registered or certified;All notices will be addressed as
follows:
If Client
ATIN:
With an emailed copy to
If Rec:
ATTN:
Rachel Williams
2261 Market Street STE 22268
San Francisco,CA 94114
With an emailed copy to
Docusign Envelope ID:42AB0520-A4C7-43F6-8A27-DF266D2860CA
IN WITNESS WHEREOF the parties hereto have signed this Agreement as of the date first written
above.
Client Rec 1lechnologles,Inc.
3DocuSigned byAliI c(al (J��l s
9 \ o���nrdna
Signature ,, Signature
' \1ZG1YlcAL CC:LACr Rachel Williams
Name Name
? YQ �` "d President
t'� �i VCS �.
Title Title
Ir, ay 12/18/2024
Date Date
Docusign Envelope ID:42AB0520-A4C7-43F6-8A27-DF266D2860CA
SCHEDULE 1: REC SERVICES
Rec Services Applicable
Rec Operating System (RccOS)
Programming Administration
• Create,edit,duplicate, publish classes and lessons Yes
• Agency-branded automated email and SMS confirmations and
reminders to users
Facilities& Permit Management Yes
• Facility management and rules engine for all facilities
including gyms,rec centers, picnic pavilions, fields,court and
general-use parks space
• Publish self-serve facility rentals to users with dynamic calendar and
required forms and documentation
• Create, manage, issue Permits for special use and events with document
storage in RecOS
Payment Processing& Hardware Yes
• Ind-to-end payment processing for credit card. eCheck.cash.ACH or
debit
• 3 Stripe card readers for Point of Sale transactions
Business & Financial Reporting Yes
• Custom Finance reporting for deposits
• Monthly business reporting inclusive of utilization,revenue growth.
customer support metrics and user happiness scores
Implementation &Training Yes
:111 Agency team training and imiplen:entatiOn is included. Inclusive of trove!for
Rec leant to work with team for in-person training and discovery workshops.
Rec User Experience
Registration and Booking Yes
• Mobile-friendly discovery and registration
• Automated residency verification and management
• Special-group pricing and priority included
• Dynamic calendar and schedules for play
Marketing Support Yes
• Design and production resources for all print and digital material for
Agency
• Custom email marketing
Customer Support Yes
• Tier I Support Handling- All technical and programming questions
handled via Rec Support
• Cancellation and refund request management based on Agency policies
Docusign Envelope ID:42AB0520-A4C7-43F6-8A27-DF266D2860CA
SCHEDULE 2: FEE SCHEDULE
Rec does not charge any upfront costs for the use of technology to Client. Fees are collected on a per
transaction basis("Total Rec Fee")based on the following sections:
LTotal Rec Fee=Technology Fee (A)-+- Payment Processing Fee(B)
A. Technologv Fee
•
Rec Services Fee
RecOS $11,500 Annually
Rec User Experience Included
Payment Processing Fee
The following fees are charged based on the method of purchase made by end users on the Rec platform.
The Client has the option to pass a portion or the entirety of the following payment processing fees
incurred during transactions onto the end user. The specific amount or percentage to be passed on will be
determined and set by the Client at their discretion.
Payment Method Fee
Credit Card 3.5%*
ACI-I or ECheck 1.25%
Cash or Physical Check I%
*Minimum charge of SO.30 per transaction.
B. Implementation and Additional Items
The following section outlines implementation Ices and other types of services offered through Rec.
Implementation& Additional Items Fee
System Configuration(Refer to Schedule 4) $3,000
Data Transfer(Refer to Schedule 4) Included
StafiTraining(Refer to Schedule 4) Included
Initial Point of Sale I lardware Included
Design and Brand Collaboration Included
Docusign Envelope ID:42AB0520-A4C7-43F6-8A27-DF266D2860CA
•
$CHEA i MARKEIING & PROMOTIONAL COKIVITTMENTS
1. CLIENT MARKETING OBLIGATIONS
a. EmaiL Client will actively participate in Rec partner marketing initiatives by sending out
email messages to its community members to promote and advertise recreational
programming facilitated by the Rec Platform.
b. Direct Links from the City Website.Client will lnclud$$direct links to the Rec Platform
on relevant sections of its website. These links will provide easy access for community
members to explore and register for recreational programs.
c. Permanent Signage.Rec has Client permission to install permanent signage at mutually
agreed-upon locations at the facilities covered by thin agreement Such signage may
include, but is not limited to, court signs and other Ipermanent displays that enable
improved resident experience (i.e, QR codes for cale rs),and those that promote and
advertise recreational programs.The design and placement of permanent signage will be
subject to the approval of both Parties.
d. Temporary and Promotional Signage. Rec will treat"and provide temporary signage
(such as fence vinyls)to advertise new programs,lessons,or special events.The duration,
design, and placement of temporary signage will be (mutually agreed upon by both
parties.
2. REC'S MARKETING COMMITMENTS
a. Rec will engage in marketing efforts designed to inttrease demand for lessons and
programming.This may include campaigns related to subscribing to a court,newsletters,
physical marketing materials, social media, engagement with community groups, and
other innovative approaches.
b. Rec will engage in marketing and brand design with Client in order to support
improvements in physical signage and digital presence.
,SCHEDULE 4: SCOPE OF WORK-PROGRAM DEVELOPMENT
Phase 1:Initial Discovery&Timeline Build(Month 1)
By January 15,2025,Rec shall establish the foundation for RecOS fwmctidnality and facility
management.
Objectives • Establish foundation for RecOS functionality and facility management
for Client
• Conduct discovery workshops to understand department needs and
integration points.
Benchmarks • Complete discovery sessions with Community Services team to identify
customizations. I
• Complete and approve detailed week-by-w@ek for timeline to launch
including key training and marketing dates to the public
Client • Scheduling and participation of discovery sessions for the following
Requirements modules
o Programming&Memberships
o Facilities Management
o Finance&Reporting
o Marketing&Community Engagement
Phase 2:Configuration&Building(Month 2)
By February 28,2025,Rec shall complete configuration for all key system components, including
registration,facilities and payment processing.
Objectives • Complete configuration for all key system :registration,
facilities,payment processing
Benchmarks • Programming Administration:Set up agency-branded templates for class
creation,email/SMS confirmations,and waiver management.
• Facilities Management Configure facilities(gyms,parks,fields,etc.)in
RecOS with dynamic calendar and facility rules engine.
• Payment Processing:Activate payment sys41m for online and
point-of-sale transactions(including Stripe integration).
Client • Programming registration data export from existing software
Requirements • Location and facilities details
Phase 3:'Draining&Program Ready(Month 3)
By March 15,2025,Rec shall ensure full team training and readiness for ongoing operations.
Objectives • Ensure full team training and readiness for ongoing operations.
• Focus on system optimization to support seamless program registration
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for users.
Benchmarks • Tham Training:Complete comprehensive training sessions for all agency
staff,covering advanced features such as reporting,registration
management,and customer support processes.
• User Registration:Finalize setup of the registration system to ensure that
users can easily discover,register,and pair for programs and classes.
• Facilities&Permit Management:Ensure staff can effectively manage
facility rentals,special permits,and event coordination,including
document storage and waivers.
• Waivers and Policies:Ensure that staff can handle waivers and policies,
print necessary documentation,and manage signed waiver notifications.
Client • Participation in all scheduled training sessions
Requirements • Waiver and policy data for ingestion
Phase 4:Marketing Ready&Launch(Month 4.5)
By March 31,2025,Rec shall be ready for a public launch of the system with comprehensive marketing
commmrications sent to the public.
Objectives • Prepare for a public launch of the system with strong marketing support.
• Ensure user engagement through email marketing and promotional
materials.
Benchmarks • Marketing Support Finalize the design and production of print and
digital marketing materials,ensuring alignment with the agency's
branding and messaging.
• Email Marketing Campaigns:Set up and launch custom email marketing
campaigns,promoting program registration and new offerings to
residents.
• Public Launch:Conduct the official launch of the platform for
public-facing registration and facility booking,ensuring all automated
systems,including confirmations and reminders,are operational.
• User Engagement Roll out special pricing,residency verification,and
other engagement strategies to attract diverse groups to programming.
Client • Public communication and marketing o w system including the
Requirements following at minimum:3 email blasts,df edicated website information,3
social media posts