5TilE CITY OF I'LEASANT LlVINC
To:
FROM:
DATE:
SUBJECT:
BACKGROUND:
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
The Honorable Mayor & Members of the City Commission
Steven Alexander, City Manager
Agenda Item NO.:~ June 3,2014
A Resolution authorizing the City Manager to enter into contract with
R.C. Systems, Inc. for professional installation of Recreation Business
Management Software.
The City's Parks and Recreation Department needs to acquire a
recreation business management software that can accommodate the
growing community, as well as the number of activities, events, programs,
and services we offer. Acquiring a software system will improve customer
service and satisfaction, increase department efficiency, increase
department and public awareness of all scheduled recreation activities
and public rentals, allow customers to pay by credit or debit card,
produce financial reports, and more. RecPro software also contains
additional modules or features, such as online registration and league
scheduling that could help the City in the future.
The City submitted an Invitation to Quote (ITQ) #PR20 14-07 on April
23, 2014 for recreation operations management software for the City's
Parks and Recreation Department. Four (4) submittals were received;
R.C. Systems, Inc. was the lowest bidder and is in compliance with the
terms of the ITQ. City staff consulted with other local municipalities as to
hands on experience. Based on that information, we recommend entering
into an agreement with R.C. Systems, Inc. due to cost and application I
options provided. The software license costs $8,000; online training
$2,000; and, support and maintenance for year I is $2,000 for a total of
$12,000 for the RecPro software.
R.C. System, Inc. is incorporated in the State of Michigan and per F.S.
Chapter 607.150 I is exempt from registering with the State of Florida.
Florida Department of State refers to Sub Section (2) of the statute, Sub
Section (j) defines an activity that does not constitute transacting
business, and exempts the corporation from obtaining a certificate of
authority from the State of Florida. The type of purchase the City will
make is defined under Sub Section (j) below:
South Miami
THE CITY OF PLEASANT LlViNC
Vendor &
Bid Amount:
Expense:
Account:
ATTACHMENTS:
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
607.150 I Authority of foreign corporation to transact business
required.-
(I) A foreign corporation may not transact business in this state until it
obtains a certificate of authority from the Department of State.
(2) The following activities, among others, do not constitute transacting
business within the meaning of subsection (I):
(D Conducting an isolated transaction that is completed within
30 days and that is not one in the course of repeated transactions
of a like nature.
Please find below a breakdown of all submitted proposals.
VENDORS BID AMOUNT
R.C. SYSTEMS, INC. $12,000.00
CAPTUREPOINT.COM $13,796.00
US EDIRECT $30,000.00
VERMOUNT SYSTEMS / RECTRAC $49,577.00
Annual support and maintenance is included with the quoted price
for the first year, $2,000, and is a recurring charge of $2,000 per
year for years 2 through 5. Support and maintenance is subject to
a maximum 10% increase after year three (3) of the support and
maintenance agreement.
Amount not to exceed $13,800.00. The vendor will be issued a purchase
order for the proposed/bid amount of $12,000.00
Amount not to exceed $13,800.00. To account for any unknown factors
that may arise, a 15% contingency over the proposal of $12,000.00 is
requested. The contingency account shall not exceed $1,800.00. The
total possible expenditure, including contingency amount, is not to
exceed $13,800.00.
The expenditure shall be charged to the Parks and Recreation Capital
Improvement account number 301-2000-572-6450, which has a balance
of $202,694.96 before this request was made.
Resolution for approval
General agreement for approval
Bid Opening Report
R.C. System, Inc. Proposal
1 RESOLUTION NO.: ________ _
2
3 A Resolution authorizing the City Manager to enter into contract with R.C. Systems, Inc. for
4 professional installation of Recreation Business Management Software.
5
6 WHEREAS, R.C. System is a software company that produces and releases products solely for the
7 Parks and Recreation industry and currently supports approximately two hundred fifty (250) municipal
8 customers across forty five (45) different states; and,
9
10 WHEREAS, the City needs to acquire a software system that can accommodate the growing
11 community, as well as the growing number of activities, events, programs, and services that are offered by the
12 Parks and Recreation Department; and,
13
14 WHEREAS, the City submitted an invitation to quote, ITQ #PR2014-07, on April 23, 2014, for
15 Recreation Operations Management Software; and,
16
17 WHEREAS, staff researched software programs that will help reduce a large number of staff hours
18 required to input customer information into the system, as well as consulted with other local municipalities
19 as to hands on experience; and,
20
21 WHEREAS, R.C. System's software contains the necessary modules to support the features that
22 the City identified in the ITQ; and,
23
24 WHEREAS, four (4) submittals were received; R.C. Systems, Inc. was the lowest bidder and is in
25 compliance with the terms of ITQ #PR20 14-07; and,
26
27 NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION
28 OF THE CITY OF SOUTH MIAMI, FLORIDA THAT:
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Section I. The City Manager is authorized to enter into a contract with R.C. Systems, Inc. for
professional installation of Recreation Business Management Software for an amount not to exceed
$13,800.00. Funding for this project will come from the Parks and Recreation Capital Improvement account
301-2000-572-6450, with a current balance of $202,694.96. A copy of the contract is attached.
Section 2. If any section clause, sentence, or phrase of this resolution is for any reason held invalid
or unconstitutional by a court of competent jurisdiction, the holding shall not affect the validity of the
remaining portions of this resolution.
Section 3. Effective Date. This resolution shall become effective immediately upon adoption by
vote of the City Commission.
PASSED AND ADOPTED this __ day of ______ " 2014.
ATTEST:
CITY CLERK
READ AND APPROVED AS TO FORM,
LANGUAGE, LEGALITY AND
EXECUTION THEREOF
CITY ATTORNEY
APPROVED:
MAYOR
COMMISSION VOTE:
Mayor Stoddard:
Vice Mayor Harris:
Commissioner Edmond:
Commissioner Liebman:
Commissioner Welsh:
AGREEMENT FOR RECREATION MANAGEMENT SOFTWARE
THIS AGREEMENT, entered into this __ day of , 20-----, by the CITY
OF SOUTH MIAMI through its City Manager, both of whom shall be hereinafter referred to as
the "CITY" where applicable; and R.C. Systems, Inc. with an office and principal place of
business located at Clinton Township, M.I., (hereinafter called the "CONTRACTOR").
WITNESSETH:
WHEREAS, the CITY is in need of Recreation Management Software; and
WHEREAS, the CITY desires to retain the CONTRACTOR to provide the required good
and/or services based on the CONTRACTOR's representations that it is qualified and capable of
providing said goods and/or services in a professional and timely manner and in accordance
with the CITY's goals and requirements; and
WHEREAS, the CONTRACTOR has agreed to provide the required goods and/or services
in accordance with the terms and conditions set forth herein.
NOW, THEREFORE, in consideration of the mutual covenants and agreements herein
contained, the parties agree as follows:
1) ENGAGEMENT OF CONTRACTOR: Relationship of the Parties: Based on the
representations of the CONTRACTOR as set out in its response to the City's written solicitation,
if any, or, if none, then as set out in Contractor's proposal or quote, the CITY hereby retains the
CONTRACTOR to provide the goods and/or services set forth in said proposal, quote or
response to solicitation, whichever is applicable, and as modified by the City in the
supplementary conditions to the contract, if any. A copy of the applicable documents referred
to herein are attached to this contract and made a part hereof by reference.
2) Contract Documents: The Contract Documents shall include this Contract, General
Conditions to Contract, if any, any supplementary or special conditions, other documents
referring to this contract and signed by the parties, the solicitation documents ("hereinafter
referred to as "Bid Documents"), if any, and any documents to which those documents refer
which are used by the City, as well as any attachments or exhibits that are made a part of any of
the documents described herein. This Contract and the General Conditions to Contract,
Supplementary Conditions and Special Conditions, if signed by the parties, shall take precedent
over the proposal.
3) Date of Commencement: The Contractor shall commence the performance under
this Contract on a date to be specified in a Notice to Proceed, or Purchase Order, and shall
complete the performance hereunder within days or the length of time set forth in
the Contract Documents, whichever is the shorter period of time. Time is of the essence.
4) Primary Contacts: The person in charge of administering this Agreement on behalf
of the CITY is the City Manager or such other person as the manager may designate in writing.
The primary contact person for the CONTRACTOR shall be Dale Geiger, Vice President.
Thomas F. Pepe 2014
5/14/14
Page -1-of3
5) Scope of Services: The goods and/or services to be provided are as set forth in
response to the City's written solicitation, if any, or, if none, then as set out in Contractor's
proposal or quote, whichever is applicable, and as modified by the City in the Supplementary
Conditions to the contract, if any.
6) Compensation: The Contractor's compensation for the performance of this contract
shall be as set forth in response to the City'S written solicitation, if any, or, if none, then as set
out in Contractor's proposal or quote, whichever is applicable, and as modified by the City in
the Supplementary Conditions to the contract, if any, and the compensation shall be referred to
as the Contract Price.
7) Time Provisions: The term of this Agreement shall commence on _____ _
and shall continue for until it expires on , unless earlier
terminated according to any of the terms of this Agreement. Notwithstanding the foregoing,
this Agreement may be extended by an additional __ period if the extension is in writing,
signed by the City Manager. An extension of the term of this Contract is at the CITY's sole and
absolute discretion.
8) Termination: If and only if the General Conditions to Contract are not signed by the
parties shall this provision apply. If this provision applies, the contract may be terminated
without cause by either party with _ days of advanced written notice.
9) Applicable Law and Venue: Florida law shall apply to the interpretation and
enforcement of this contract and venue for all proceedings shall be in Miami-Dade County.
10) Insurance, Indemnification & Bonding: CONTRACTOR shall comply with the
insurance, indemnification and bonding requirements set forth in the response to the City's
written solicitation, if any, or, if none, then as set out in the Supplementary Conditions to the
contract, if any.
11) Liquidated Damages: In the event that the Contractor shall fail to complete the
Work within the time limit stipulated in the Contract Documents, or the extended time limit
agreed upon, in accordance with the procedure as more particularly set forth in the Contract
Documents, liquidated damages shall be paid at the rate of $ __ dollars per day.
12) Jury Trial Waiver: The parties waive their right to jury trial.
13) Entire Agreement, Modification, and Non-waiver: This Agreement constitutes the
entire agreement of the parties and supersedes any prior agreements, written or oral. This
Agreement may not be modified or amended except in writing, signed by both parties hereto.
This agreement, in general, and this paragraph, in particular, shall not be modified or amended
by acts or omissions of the parties. No failure to exercise and no delay in exercising any right,
power or privilege shall operate as a waiver. No waiver of this Agreement, in whole or part,
including the provisions of this paragraph, may be implied by any act or omission.
14) Public Records: CONTRACTOR and all of its subcontractors are required to comply
with the public records law (s.119.0701) while providing goods and/or Services on behalf of the
CITY and the CONTRACTOR, under such conditions, shall incorporate this paragraph in all of its
subcontracts for this Project.
15) General Provisions: If there are any General Conditions, Supplementary Conditions
and/or Special Conditions that are applicable to the contract they must be signed by the
Thomas F. Pepe 2014
5114114
Page -2 -of3
parties. Those conditions to the contract that are signed by the parties are hereby made a part
of this contract by reference.
IN WITNESS WHEREOF, the parties, have executed this Agreement on the duties set
forth first above, with full knowledge of its content and significance and intending to be legally
bound by the terms hereof.
ATTESTED:
By: __________________ _
Maria M. Menendez, CMC
City Clerk
Read and Approved as to Form, Language,
Legality and Execution thereof:
By: __________________ __
Thomas F. Pepe, Esq.
City Attorney
[Insert name of Contractor]
By: ________ _
(Print name and title above)
CITY OF SOUTH MIAMI
By: ________________________ __
Steven Alexander
City Manager
Page -3 -of 3
Thomas F. Pepe 2014
5/14/14
BID OPENING REPORT
Bids were ol]cned on: Thursday_ Mav 8, 2014 after: 1O:00am
For: ITO # PR2014-07 -Recreation Operations Management Software
COMPANIES THAT SUBMITTED PROPOSALS: AMOUNT:
1. CAPTUREPOINT.COM J!, 13 lctro. (j[)
2. RC SYSTEMS J$ 1_7, DOO . 00
I-----------------~,-----------------------!
I-----~~-----------------------------------
r-----------------~ --,---,------------------l
1------------------------------------------1
THE ABOVE BIDS HAVE NOT BEEN CHECKED.
THE BIDS ARE SUBJECT TO CORRECTION AFTER THE BIDS HAVE BEEN COMPLETELY REVIEWED.
CITY OF SOUTH MIAMI
INVITATION TO QUOTE
ITQ #PR2014-07
LUMP SUM PROPOSAL
SUBMITTED TO: City Clerk PROJECT:
Recreation Operations Management
Software
NAME: Maria Menendez, CMC ADDRESS: 6130 Sunset Drive
ADDRESS: 6130 Sunset Drive CITY/STATE:
CITY/STATE: Miami, Florida 33134
305-663-6339
ISSUE DATE: Wednesday, April 23. 2014
PHONE: E-MAIL:
MANDATORY PRE-QUOTE MEETING: N/A DUE DATE: Thursday. May 8,2014
QUOTE SUBMISSION REQUIREMENTS:
Quotes submitted after 10 AM on the due date will not be accepted unless otherwise specified in the quote document
of a time change. All quotes will be submitted to the City Clerks Office in a sealed envelope. The label on the on the
envelope needs to read as follows:
City of South Miami
Marla M. Menendez, CMC
6130 Sunset Drive
South Miami, Fl. 33143
Project Name: Recreation Operations Management Softwa.r~
Must input project name. If label does not have all information above your quote will not be accepted.
INSURANCE REQUIREMENTS:
The CITY'S insurance requirements are attached (Exhibit 1). As a condition of award, the awarded vendor must provide a
certificate of insurance naming the city as additional insured.
AFFIDAVITS REQUIRED WITH SUBMITTAL: {Exhibit 21
Respondents must complete and submit with your quote affidavits prOVided in Exhibit 2.
QUESTIONS:
Any Requests for additional information or questions must be in writing, emailed by 10 AM local time on May 6, 2014 to the
attention of Mr. Steven Kulick, Purchasing Manager at skullck@southmiamifl.gov.
SCOPE OF WORK DESCRIPTION (TO BE COMPLETED BY CITY):
REFER TO "SCOPE OF SERVICES," COPY ATTACHED
DESCRIPTION OF WORK TO BE PERFORMED BY CONTRACTOR:
Item Number Item Description Unit I Qty ._-_.-.. ~"
Refer to "Scope of S\lrvltes," COQY Attached
Amount
.. -=-Software Llcenes (RO' ,coee of service,) $8,000.00
'Online'Traininq $2,000.00
_w__ Support & Maintenance (1 st Year) $2000.00
~, .. _"'" .. --........ -.. ",,~ ---
.. ~~¥'~~~"
, .. f.-.--_ .. _ ..
...... .,.,.",*'-,.
tuM? SUM TOTAL !t1?OOO.OO _.
Contractor shall furnish all materials and equipment n<,wssary to secure completion of the work. Contractor shall be
compensated according to the quote submitted. Contractor may choose to submit a quote on company letterhead but must be
attached to this form. No Mandatory Pre-Quote Meeting is scheduled. Deadline to submit is: Mav 8, 2014 at 10 AM.
PrintIType Name:
Signature:
E-mail:
Firm Name:
Address:
Phone:
Date:
586-469-4200 xi 03
05/06/2014
Fax: 586-469-4867
F.E.!.N. No.: _1_-_1_1_1 __ ..1_1_1_38-2748172
City: Clinton Twp State: Michigan
THE EXECUTION OF THIS FORM CONSTITUTES THE UNEQUIVOCAL OFFER OF PROPOSER TO BE BOUND BY THE TERMS OF ITS PROPOSAL. FAILURE TO SIGN THIS SOllCITA110N WHERE INDICATED ABOVE BV AN
AUTHORI2m REPRESENTATIVE SHAll RENDER THE PROPOSAL NON-RESPONSIVE. THE CITY MAY, HOWEVER,IN ITS SOLE DISCRETION. ACCEPT ANY PROPOSAL THAT INCLUDES AN EXECUTED DOCUMENT
WHICH UNEQUIVOCAllY BINDS THE PROPOSER TO THE TERMS OF ITS OffER. THE CITV'S REQUEST FOR QUOTES IS FOR THE LOWEST AND MOST RESPONSIVE PRiCE. THE CITY RESERVES THE RIGHTTO AWARD
THE PROJECT TO THE FIRM CONSIDERED THE BEST TO SERVE THE CITY'S INTEREST.
~PartnerNetwork~
8u~tlp.s'$, lnte.wget"lc~ ReCPro rM ITQ
Invitation to Quote
Recreation Operations Management
Software Solution
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
ITQ #PR2014-07
Prepared by: Dale Geiger
(586) 469-4200 xl03
gg~lger@recprosoftware.com
http://recprosot'tware.com
Phone: (586) 469-4200
Fax: (586) 469-4867
Table of Contents
Cover Letter ........................ " ............. H •• H ............. "."' ............................................................................... 3
1.0 Executive Summary ............................................................................................................................. 4
2.0 Company Background and Experience ............................................................................................... 5
3.0 Scope of Work .................................................................................... "' ............................................. 6
4.0 Hardware & Operating System Requirements ......... "' .......................................................... , .......... 13
5.0 Implementation / Training Plan ....................................................................................................... 15
6.0 References ............ : ............................................................................. ; .............................................. 18
7.0 Cost Proposal -Requested Features ................................................................................................ 19
8.0 Cost Proposal -Secondary Features ...................................................................................... " ........... 20
9.0 Other Costs Associated with Online Registration ............................................................................. 20
10.0 Other Costs Associated with Credit Card Processing ........................... , ......................................... 21
11,0 pas Equipment Costs ..................................................................................................................... 23
12.0 Membership Equipment Costs ..................................................... ; ................................................. 25
13.0 Sample License Agreement ............................................... '" ........................................................... 27
14.0 Additional Info / Screen Shots ......................................................................................................... 33
ATIACHMENTS 1 thru 5 ............... " ......................................................................................................... 40
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
http.:llrecPfOsoftware.com
Phone: (586) 469-4200
Fax: (586) 469-4867
May 6, 2014
City of South Miami
6130 Sunset Drive
Miami, Fl 33134
~PartnerNetwork'
8usloe'Si. Intetligencf! ReCPro™
We appreciate this opportunity to provide this response and look forward to an opportunity to
serve the City of South Miami. By choosing ReCPro™ Software, South Miami will become part
of a growing community of Parks and Recreation Departments that are enjoying the benefits of
the most Intuitive, Reliable & Proven Solution on the market today.
R.C. Systems was founded in 1985 and has been offering products and services to the
recreation market since 1995. We pride ourselves on INTUITIVE, RELIABLE and PROVEN
solutions along with FRIENDLY, KNOWLEDGEABLE and PATIENT customer support. Our goal is
to build strong relationships with our customers and continually improve our products to meet
the changing needs of those customers.
Best Regards,
./'> I "",/,-/ //
(/: ,/{ /6·/;·'-/~" ~~~""'-'-'
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Dale R. Geiger ~-
Vice President
R.C. Systems, Inc.
Qggi.K~ re~PIQ[Qft\{\(§[~&Qm
http://recprosoftware.com
Ph: (586) 469-4200 x 103
(855) 332-7867 (toll free)
Fx: (586) 469-4867
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
http://recprosoftwarg.,!,;om
Phone: (586) 469·4200
Fax: (586) 469·4867
Mlctosott'Partner Network-
Bus:lnei-$ 1otelligen(~ ReCPro YM
R.C. Systems, Inc. Mission Statement:
Our mission is to be the leading supplier of Recreation Business Management
software systems global/y. By utilizing the best technology available we strive to
provide excellent, robust and intuitive software and exceptional customer service
that continually progresses to meet the evolving needs of our customers. Our
goal is a mutually beneficial relationship for our customers, our stakeholders, and
our employees.
-----------------~. ~-.~.-.. ----------------
Our goal at R.C. Systems, Inc. is "continuous improvement" every day in regards to the product,
customer service, sales presentations, system documentation, etc. We have formed
partnerships with our customers and listen closely to their evolving needs so the management
system we provide continually progresses to meet those needs.
ReCPro™ Software is a proven, off-the-shelt standardized, Client I Server Recreation
Management Solution that comes equipped with the required Parks & Recreation modules
listed in your ITQ. ReCPro™ was designed with latest Microsoft® .NET technology and is backed
by Microsoft® SQL Server, a powerful and reliable SQL Database Management System. Your
department will benefit from being on the leading edge of technology.
ReCPro™ Software will provide professional installation and training services for the City's staff
during the implementation of the system, and ongoing maintenance and telephone support for
the ReCPro·M Software product.
ReCPro™ Software supports industry standard touch screen computers, bar code scanners, cash
drawers, programmable keyboards or keypads, magnetic stripe readers, pole displays and other
peripheral hardware.
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
htt!;!:llrecprosoftware.com
Phone: (586) 469-4200
Fax: (S86) 469-4867
Mic::Iosott.Partner Networkw
BU$lnes"$ InteUige-nce ReCPro™ ITQ Response
1. R.C. Systems, Inc. is a flC" Corporation in Michigan since 1985 and has 2 owners:
Christopher Andrews (President) and Dale Geiger (Vice President).
2. R.C. Systems, Inc. currently employs 10 full time employees that cover the following
departments/duties: Sales, Training, Support, Research & Development, Quality Control
and Accounting/Billing.
3. R.C. Systems, Inc. is a software company that produces and releases products solely for the'
Parks & Recreation industry. We also offer support and maintenance on all of the products
we offer. ReCPro rr" Software is our only product and the main focus of the company.
4. Company Office location / Point of Contact:
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
Dale Geiger -Vice-President
(586) 469-4200 x103
dgeiger@recprosoftware.com
5. R.C. Systems, Inc. was established in 1985 (29 Years) as a full service computer company
that provided servers, workstations, custom software and peripherals to local companies in
Metro Detroit. In 1995, a custom Registration system was developed for a local City's Parks
& Recreation Department. By 2002, other local City Parks & Recreation Departments were
ready to purchase the Registration System mainly because of word of mouth and the
positive reviews it was getting from the users. We branded this Registration Software as
ReCPro™ Software and began further development and sales of the product and
discontinued other custom software ventures.
6. R.C. Systems, Inc. has been developing, selling and supporting Recreation Management
Systems since 1995 (19 years) and has worked with communities with a population as small
as 2,000 and communities with a population over 500,000 (City of Baltimore, MD;
Onondaga City, NY; Volusia City, Fl to name a few).
7. R.C. Systems, Inc. currently supports approximately 250 municipal customers across 45
different states.
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
http:Urecprosoftware.com
Phone: (586) 469-4200
Fax: (586) 469-4867
MicIosoft' Partner Network~
8i)sloess fntellige"c~
ReCProTM Software contains the necessary modules / features to support the features the City
has identified in the ITQ.
1. Activity Registration
2. Child Care / Day Camps
3. Facility Reservation
4. Membership Management
5. Credit Card Processing
6. Reporting
7. GIL Export for (indirect) integration with SunGard
ReCPro™ Software also contains additional modules / features that could help the City in the
future.
1. Online Registration
2. League Scheduling
3. Inventory Control/Touch Screen POS
4. locker Rentals
5. Marina Reservations
6. Coming Soon ..... Event Tickets (with general admission or assigned seating)
ReCPro™ was designed with latest .NET technology from Microsoft® and is backed by
Microsoft® SQL Server, a powerful and reliable SQL Database Management System. Your
department will benefit from being on the leading edge of technology.
Microso~
. NET so'L Server
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
hUp:l!recprosoftware.com
Phone: (SS6) 469-4200
Fax: (SS6) 469-4867
i
CUST
ItIIk:Iosoft' Pa rtner Network"
SU~jfles'$-fnteifigenc~
ER SERVICE
ReCPro FM ITQ
Improve customer service and satisfaction by using all of the
ReCPro™ Customer Account Management features.
f$ Setup Customers as Families/Households to Minimize Data Entry
@ Track Age, Gender, Race, Grade and School
$ Participant Notes Field for Medical Information and/or Special Needs
* Track Emergency Contacts (Name, Relationship, Phone Numbers)
* Identify Residents and/or Non-Residents
* Prevent Duplicate Customer Records
* Customer Alert Option for Staff Notifications During Registration
@ Set Account Properties to Identify Customers that have Written NSF Checks
@ Manage Activity History & Payment History (with ability to Reprint Receipts)
$ Track Open Balances and Account Credits
$ Process Payments and Refunds
lIi Print and/or E-Mail Receipts, Contracts, Invoices and Statements
* Send out E-Mail Notifications or Print Address labels for Mailings
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
http://recprosoftlHare.cOfl!
Phone: (586) 469·4200
Fax: (586) 469·4867
IfIIictosaIt'PartnerNetwork"
LONG LINES
WITH ON~INr:;:
REGISTRATION!
Increase department efficiency by using ReCPro™ Activity
Registration along with real time Online Registration.
'* Classes, Programs, Activities, Special Events, Trips, Sports Leagues and MORE!
@ Min/Max Enrollment Targets -Identify Current Enrollment and Spots Available
@ Restrictions for Age, Grade and Gender
@ Fees for Resident/Non-Resident; Member/Non-Member; Late Fee; Refund Fee
@ Discounts (ie: Multi Child, Senior, Online, Staff Member, etc.)
@ Liability Waiver Tracking -Obtain Electronic Signature with Online Registration
'* Online Account Management with Online Bill Pay.
*' Prerequisites for Classes with Different Levels
@ Activity Schedule (Dates, Times, Locations) Integrated with Facility Scheduler (Calendar)
*' Instructor Contact Database along with Instructor Compensation Options
@ Content Management System (CMS) Website for Easy Modification by Staff
® Website Communicates with SQL Database in Real Time -NO DOUBLE ENTRY
@ Choose from Standard Web Templates or Create a Custom Web Template
@ Manage Rosters, Attendance Sheets, Waiting Lists, Payments, E-Mail Alerts, etc.
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
.I1tlp:l!recprosoftware.com..
Phone: (586) 469-4200
Fax: (586) 469-4867
'+
MIctos4ft'Pa rtner Network'
Business Intelligence ReCPro TN! ITQ Response
----.-.----~ .• -.. ---.--.. ~.---.-.-... ----.. --.-.~~-------....•.. --.-----.-----.... ~ .. -.... -.. -.-.----.---------_ ...... _-
lZ£-Sc:::RVIrTION 'f"~I\l~~ Increase department and public awareness of all scheduled
recreation activities and public rentals by using the ReCPro".t Facility Calendar for all
department reservations.
@ Manage Scheduling for all Types of Resources (Ball Fields, Gyms, Pavilions, Rooms, etc.)
@ Schedule all Classes, Activities, Leagues and Special Events along with Public Rentals
III Prevent Double Bookings and Avoid Scheduling Conflicts
@ Single Date or Recurring Date Rentals
@ Staff will Share Same Electronic Calendar -No More Paper Calendars or Binders
@ Manage all Billing & Payments along with Tracking Security Deposits
@ Flexible Rate Setup Handles even the Most Complex Rate Tables
@ Rental Options (Additional Items to be Rented) for each Resource are Available
Ii! Rental Package Feature Available to Rent Multiple Resources for a Package Deal
@ Rentals can be Initiated Directly from the Calendar
@ Print and/or E-Mail Contracts, Invoices, Receipts and Statements
@ Online Calendar & Reservation Capabilities Available with purchase of Web Module
<& Manage Schedules, Calendars, Contracts, Invoices, Payments, Security Deposits, etc.
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
http://recprosoftware.com
Phone: (586)469-4200
Fax: (586) 469-4867
f t
CHILD CARE AND
CAMP MANAGEMENT
Increase department efficiency by using ReCPro™
Child Care Management.
@ Before & After School Care; Summer Camps; Vacation Camps; etc.
@ Min/Max Enrollment Targets (per day) -Identify Current Enrollment and Spots Available
@ Restrictions for Age, Grade, Gender & School
@ Fees for Resident/Non-Resident; Registration Fee; Late Pick-up Fee; Late Payment Fee
'* Discounts (ie: Multi Child or Multi Day)
'* Liability Waiver Tracking -Obtain Electronic Signature with Online Registration
@ Billing Types -Daily, Weekly, Monthly
@ Combo Options -ex: Before Care, After Care or Both Before & After
@ Registration Types -Flexible (allowing customer to choose which days to attend) or
Fixed (forcing customer to sign up for entire program)
@ Activity Schedule (Dates, Times, Locations) Integrated with Facility Scheduler (Calendar)
w Instructor Contact Database along with Instructor Compensation Options
w Online Registration availability for all Child Care Activities.
'* Online Bill Pay for all Open Balances.
@ Manage Rosters, Sign In/Out Sheets, End of Year Tax Statements, Billing Statements
Payments (In-House & On-Line), E-Mail Alerts, etc.
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
http://recprosoftware.com
Phone: (586) 469-4200
Fax: (586) 469-4867
.IfIcrosoIt·Partner Network~
6u'j;ine5$ lMe-lligefl(e
Increase membership retention and cash flow by using ReCPro fM
Automatic Monthly Recurring Payments via Credit Card or EFT.
@i Customize an Unlimited Number of Membership Types & Plans
(it Photo 10 Card and Key Tags with Bar Code or Proximity Cards are all Supported
@ Monthly Recurring Payment Options with Credit Card or EFT / ACH
@ Member Check In to Validate Arriving Members and Track Attendance
@ Electronic Visit Pass Options -for Daily Visits, 10 Visit Punch Cards, etc.
i$ Seasonal Passes for Beaches, Parks, Outdoor Pools, etc.
@) Member Discounts Available for Activity Registrations
!II> Expiration Report Allows Staff to Predict Expiring Memberships & Send Alerts via E-Mail
i$ Demographic Report Shows Breakdown of Age, Gender, Residency, Municipality, etc.
@) Send E-Mail Blasts to Existing Members
!II> Membership Suspension Option Available for any Negative Incidents that Occur
i$ Manage Memberships, Visit Passes, Renewals, Check-In Validations and Payments
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
http://recprasoftware.com
Phone: (586) 469-4200
Fax: (586)469-4867
.Mictosott·PartnerNetwork'
ReCPro·fIII ITQ Response
PAY ENT
S'MFlr""~ AND SECURE!
f.6r:Mt::NT5: Allow customers to pay by Cash, Check, Credit Card, Debit Card, EFT or Gift Card
by using ReCPro™ Payment Processing. Securely and accurately manage front desk payments,
online payments and monthly recurring payments.
IN
PUBLIC AWARENESS
WITH EMAil MARKf:1lN01
MARK~11N6'I: Increase public awareness of upcoming activities, special events or membership
promotions by using ReCPro™ Email Marketing Tools. Effectively manage different mailing lists
based on previous participation and target market to certain age groups, genders or geographic
areas.
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
http://recprosoftware.com
Phone: (586) 469-4200
Fax: (586) 469-4867
Bu,in ... , 'I'ltelligence ReCPro ™
ReCPro™ is a Client/Server Application. It is a requirement for your department to supply a
Windows Server and Windows Workstations that meet the requirements below. ReCPro™ SQL
Server Database MUST be installed on a Windows Server on your local area network. The
selected server CANNOT be running Microsoft Exchange Server as SQL Server and Exchange
Server cannot be installed on the same server. ReCPro™ comes bundled with a SQL Server
Express Edition Database so it is NOT a requirement for your department to purchase SQL
Server unless you plan to purchase more than 25 Concurrent User licenses.
In order to utilize ReCPro™ Online Registration, you are required to either host the website on a
local server (preferably on the same server ReCPro™ is installed) or host with our
recommended 3 rd Party web host solution called InfoQuest.
IMPORTANT:
• Hosting on your Internal Server will require you to open BOTH port 80 (HTTP) AND port
443 (SSL). The website will not function properly without both of these ports.
• Hosting at InfoQuest will require you to open a SECURE port on your network so the
website can communicate with and pass data to the internal Microsoft SQL Server
Database -EXAMPLE: Port 443 (SSL)
Hardware Requirements:
Type
Processor
Ram
Display
Required Software:
Recommended
Dual or Quad Core 2+ GHz
4 GB (minimum)
1024 x 768 (16-bit Color)
• Microsoft.Net Framework 4.0 Full Profile
• Microsoft SQL Server 2008 or 2012 (ReCPro™ comes bundled with the Express Edition)
• Windows Based Operating System
Supported Client Operating Systems:
• Windows XP Professional (SP3 and above)
• Vista (SP2 and above) 32bit/64bit
• Windows 7 32bit/64bit
• Windows 8 32bit/64bit
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
httQ:Urecprosoftware.com
Phone: (586) 469-4200
Fax: (586)469-4867
Mictosoft'Partner Network~
BUSi"~$$ IntefHgen<f:
Supported SQL Server Versions:
• SQL Server Express Edition 2008, 2012
• SQL Server 2008, 2012 (All Editions)
Supported Server Operating Systems:
• Windows Server 2003 SPl
• Windows Small Business Server 2003 SPl
• Windows Server 2008
• Windows Server 2008 R2
As stated above, ReCPro Ti
• SQL Server Database MV5J be installed on a Windows "Server". Because of
performance and concurrent connections issues, running Micorosoft SQl Server on any "client" PC is NOT
recommended or supported.
Web Server Requirements (if you choose 'Online Registration' and host website internally):
• Microsoft.Net Framework 4.0 Full Profile
• Microsoft SOL Server 2008 or 2012 (ReCPro™ comes bundled with the Express Edition)
• Internet Information Services (liS) 6.0 and Higher
• Minimum 4 GB RAM / Minimum Dual Core processor
• Minimum Bandwidth -768 Up and Down
• SSL Certificate
As stated above, you are required to either host the website on a local server (preferably on the same
server ReCPro"" is installed) or our recommended 3rd party web host InfoQuest.
Space Requirements:
• SOL Server Express can generally be used in many situations. SQL Express 2008 has a 4
gigabyte database size limit and SOL Express 2012 has a 10 gigabyte size limit. If at any
time, your data requirements start to get close to this limit, you can easily upgrade to
the full version of SOL Server without any data loss or re-entering of any data.
• The client application is relatively small and only takes up a few hundred megabytes of
space. Aside from the .Net Frameworks requirements, disk space on the client desktop
is minimal.
Virtualization Support:
• Virtual environments (Hyper-V, VMWare, VirtualBox, Virtual PC) are supported.
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
http://recprosoftware.com
Phone: (586) 469-4200
Fax: (586) 469-4867
MicIosott'PartnerNetwork~
ReCPro ™ ITQ
The implementation of ReCPro™ will go through many steps and shall be coordinated with the
schedule of the City's Implementation Project Manager (IPM). Implementation shall commence
immediately following contract signature and down payment (typically 70.0%).
Step 1: Secure agreement with the City.
Step 2: Identify the City's Implementation Project Manager (I PM).
Step 3: Provide the City's IPM with Startup Documents.
Step 4: Verify list of any ordered pas or Membership equipment.
Step 5: Identify the City's Information Technology (IT) Director / Manager. ..
.. Step 6: Perform installation and configuration of ReCPro™ SQL Database and Website .
Step 7: Welcome Call. ..
..
Step 8: Admin Setup Training .
Step 9: Create Training Database.
Step 10: End User Training .
Step 11: Data Entry by the City.
Step 12: Implementation Complete.
Detailed explanation for each step of the implementation.
Step 1: Secure agreement with the City.
A purchase order from the City is optional and not required. RCS will provide contracts that
will need to be reviewed, signed and returned. Payment as described in the Payment
section of the contract is also required prior to installation (typically 70.0%).
Step 2: Identify theCity'slmplementation Project Manager (lPM).
The City will need to identify their Implementation Project Manager (IPM) which will be a
person that:
" Works within the Parks & Recreation Department.
.. Has knowledge of all internal business operations, policies & procedures.
.. Has computer skills that can be described as an advanced or intermediate user and not
a beginner.
!!1 Has authority to make decisions in regards to any changes that may have to be made to
any internal business operations, policies & procedures to take advantage of the
functionality offered by the new software.
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
http://recprosq!':t\<:1@.re.com
Phone: (586) 469-4200
Fax: (586) 469-4867
Mictosott'PartnerNetwork~
ReCPra ™ IrQ Response
ill Has knowledge of and the ability to manage work schedules to ensure the appropriate
project team members are available as needed to complete tasks and objectives
associated with installation and training.
'" Has ability to assign the appropriate project team members to the different training
sessions that apply to their role within the department.
'" Can be available to attend all training sessions to either be an active participant or to be
a "Hands-On" liaison between the project team members and the software trainer.
I'll Needs to speak with an enthusiastic voice to the project team members about the
implementation of the new software and the positive results it holds for everyone
involved.
Step 3: Provide the City's IPM with Startup Documents;
RCS will provide the City's IPM with Startup Documents that will help organize all info/data
that will be needed during training., The documents will need to be completed and returned
to RCS prior to training.
Step 4: Verify list of any ordered POS or Membership equipment.
Verify with the City's IPM the list of any POS or Membership equipment that has been
ordered thru RCS. Identify the 'Ship To' address and get all equipment ordered and shipped
prior to training. This step can be skipped if the City did not order any peripheral
equipment through RCS.
Step S: Identify the City's Information Technology (IT) Director/ Manager.
If the City's IT Director / Manager cannot be available to assist with installation and
configuration of the database, website and software application, they will need to identify
an IT Staff Member that:
ill Has Administrator Access/Privileges to the Database Server, the Web Server and each
user's Pc.
.. Has knowledge of the City's LAN & WAN configuration.
ill Has ability to change firewall settings.
I'll Has ability to setup and configure Internet Information Services (115) in Windows Server.
'" Has ability and authority to grant remote access to the RCS Support team to connect to
the Servers for installation and configuration.
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
http.!I/L~..fPt:Q?Qf:t;W-'lJe.com
Phone: (586) 469-4200
Fax: (586) 469-4867
."4l
MicIosaft· Partner Network-
tha.iI1/~S:. fntpJJig(~nc(~ ReCPro™ITQ
Step 6: Perform installation and configuration of Database and Website.
RCS Support Team will schedule an appointment with the City's IT Department and
complete installation and configuration of Database and Website. RCS Support Team will
provide the City's IT Department with the installation files and instructions for the Client
Installation with the expectation the City's IT Department will complete the Client
Installation on all User's PC's.
Step 7: Welcome Call.
RCS will schedule and complete a Welcome Call with the City's (PM. The purpose of this 15
minute phone conference is to introduce the City's IPM to the ReCPro™ Software Trainer
and to also establish a Training Schedule.
Step 8: Admin Setup Training.
"Admin Setup" Training will be performed 'On-Line' and will typically span a couple of days.
RCS uses TeamViewer or GoTo Meeting webinar software to perform 'On-Line' Training.
The Admin Setup Training will include the City's (PM and at the most 1 to 2 other Power
Users("') that will take ownership over setting up and maintaining the system. Data Entry by
these Power Users{*) will be required prior to End User Training.
Step 9: Create Training Database.
Upon completion of the Admin Setup Training and all applicable data entry, RCS Support
will create a Training Database that includes all of the City's setup information so the End
User training is more meaningful.
Step 10: End User Training.
If End User" Training can be performed either 'On-Line' or 'On-Site'. RCS professional
recommendation is to include only the Power Users(*) in the appropriate training sessions
and then allow those Power Users(*) to train the rest of the staff within their department.
Step 11: Data Entry by the City.
During and after End User Training, the Users will be responsible to get all Data Entry
completed (ie: Activities, Facilities, Memberships, Customers, etc.).
R.C. Systems. Inc.
35807 Moravian Drive
Clinton Township, MI 48035
http://recprosoftwa re .com
Phone: (586) 469-4200
Fax: (586) 469-4867
~.PartnerNetwork.
Step 12: Implementation Complete.
At the conclusion of End User Training, the implementation project will be completed. The
ReCPro"" Software Trainer will offer Q&A sessions if necessary. It will be the City IPM's
responsibility to communicate to the ReCPro™ Software Trainer as to the City's IIGo Live"
date so the ReCPro™ Support Department is prepared to be on high alert for any calls or
emails from the City during the Go Live period.
Power User is defined as a person that has computer skiHs that can described as an
t'f/!'iINll'ff"p·{f or user not a Typically a Power User will have had
experience with in the past.
II! City of Bartow Parks & Recreation
Angie Whisnant -Director
Awhisnant.Qarks@cltyofbartow.net
iii City of Port Orange Parks & Recreation
Sue Lovallo -Director
slovallo@port-orange.org
" City of New Smyrna Beach Parks & Rec
Kimla Shelton -Program Coordinator
kshelton@cityofnsb.com
'" City of Sunny Isles Beach Parks & Rec
Sylvia Flores -Human Resources
sflores@sibfl.net
'" Town of Belleair Parks & Recreation
Eric Wahlbeck -Assistant Director
ewahlbeck@townofbelleair.net
II! City of Satellite Beach Parks & Recreation
Kerry Stoms -Director
kstoms@sate!lit~Q.~9ch.org
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
Bartow, FL
http://www.cityofbartow.net
Phone: (863) 534-0120
Port Orange, FL
httP.:l!registratiot1!;'!Q!J-Qrange,org
Phone: (386) 506-5851
New Smyrna Beach, FL
http://www.citvofnsb.com
Phone: (386) 424-2175
Sunny Isles Beach, FL
tlttMwWW.sibfl.netLmain recreation.asp
Phone: (305) 792-1796
Belleair, FL
http://www.townofbelleair.com
Phone: (727) 518-3728 x291
Satellite Beach, FL
Phone: (321) 773-6458 x205
http:Urecprosoftware.com
Phone: (S86) 469-4200
Fax: (S86) 469-4867
MicIosott'PartnerNetwork"
Business Jr\tellig(!nce ReCPro'l'M iTQ
t-------------"'-"'-~----Description ________ ,_,___ fee
ReCPro™ Software Modules / features with (5) Concurrent User Licenses
re Base Package(l)
re Activity Registration
re Child Care I Day Camps
iii Facility Reservation I Rentals
re Membership Management
Ii> Credit Card Processing
re Reporting
Ii> GIL Export
Sub-Total for "One Time" Software Fee $8,000.00
"'.",.-, .. --~.-.. --,----................ "" .. ", ...... _ ... _--_. .., ...•.• ,-_.--_. __ ._._-_. __ .. _, .. -
ReCProTM Additional fees for Installation, Training, Support & Maintenance
Ii> Professional Installation & 20 Hours Training (On-Line) (2)
lit Annual Support & Maintenance(3) -25.0% of Software Cost
$2,000.00
$2,000.00
=========
Sub· Total for Additional Fees $4,000.00
(1) Base Package Includes: (SQI. 1008 Express Edition, Customer Account Management, Merchandise
Sa!es, E-maH Marketing and System Admin Fm.ltures for User Management and System Setupl,
(2) We otter Training for a cost of $4,850.00
(3) Annua! Support ($2,00(1.00) is bHied armua!!y and wiH increase a maximum of 10% every 3 years.
**' These WQuid change if you were to add any of the secondary features within this S year span.
Notice support increased 10% after year 2$ and then wiH hold for the next :3 years and wouldn't Increase again
until year 7.
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
l:mp;lL[eCR.L9.~oftware.com
Phone: (586) 469-4200
Fax: (586) 469-4867
.Mictosoft·Partner Network'
ReCPro rM ITQ Response
................................................ ~~.--~-
Annual
Software Support I---~--~·····--·~------~r
. Online Re~ist!~!.i.?~M.~__ $5,QQQ:gg$},2S0.00 __ $500.00
league S~!!.~~~~}.~ng_.....!.2QO.00 $250.00
Inventory CO~~!~!L!.0uch Screen POS $1,00 $250.00
=~_~:_e:~~_ ... _ ..... _.w. __ .. __ .. _. __ ~ __ . ____ . __ .. -+ .. ·-'i-:-'-:~-~-r-:~~a.-~w:-'-1-.~-~~-:_00---1---'---------'
(1) If you purchase ReCPro"d 'Online Registration', the SSL Certificate is REQUIRED and will keep all
personal customer information 'secure' on your website. Our recommendation is to let us
purchase the SSL on your behalf so we can maintain the renewal whenever it expires. Upon
purchase and renewal, we will bill your department for the fee defined above.
www.geotrust.com
(2) If you cannot Internally host the 'Online Registration' site, it is REQUIRED that you host the
registration site with our recommended 3rd Party Web Hosting company which is 'InfoQuest'
www.infoguest.com. You can eliminate the listed annual cost by hosting the 'Online
Registration' site on an internal server. If you intend to use InfoQuest, our recommendation is
to allow us to register the account and be the administrator as it will result in a quicker and
more smooth installation of the website.
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
http://recprosoftwas.@&gm
Phone: (586) 469-4200
Fax: (586) 469-4867
MicIosoft'Partner Network'
ReCPro TN! iTQ
The purpose of this section is to bring to your attention 'Other Fees' you may incur by utilizing
integrated Electronic Payment Processing (Credit Cards or ACH). The fees listed here are not
part of the contract with R.C. Systems, Inc. There are 3 layers to process payments through
software like ReCPro™ Software
1. Layer 1 is the Software Application which in this case is ReCPro™ Software
2. Layer 2 is the Payment Gatewayeavmentsgatewav.net provided by {forte}lM
3. Layer 3 is the Payment Processor which can be either {forte}TM or a processor of your
choosing as long as that processor will communicate with the paymentsgateway.net
gateway provided by {forte}TM
In order to maintain PCI Compliance, you are required to use {forte}TM for 'Payment
Gateway' services. You will then have the choice to also use {forte}TM as the Payment
Processor or selecting a different 3rd Party vendor. There are typically 'Gateway Service Fees'
that apply, but {forte}TM will waive these fees if you are also using them as your Payment
Processor.
Below are some 'Estimated' fees for the Gateway and Credit Card Processing. All fees are
estimates and can be negotiated with {forte}TM.
Gateway Service Fees: (waived if you use {forte} ..... as the Payment Processor-Layer 3)
These fees represent the use of the Payment Gateway paymentsgateway.net (Layer 2)
".~~_~._"~~ee Description • Fee Frequency
Gateway M~.':l.~~IYJ_e_e ___ i_"_.?~.~ .. _9"5~_+-_ Monthly
Gateway Per Item Fee $0.10 Per Item -------1
5.ac~~~~itional SITE (2-5) $14.95 Monthly
Each Adq!!i.9I'lal SII~ (6~19L . ...$~~~.?_--,-__ ~?!1thly
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
http://J:gsprosoftware.com
Phone: (586) 469·4200
Fax: (586) 469·4867
ReCPro YM ITQ
Credit Card Processing Fees:
___ ._____ Fe~'?~~~rip..!i~!l ___ ,._"_"" ___ "'_+., .... -, .. -,, .. ,F.,-e ____ e, __ .
*Interchange Fees, dues and fees can range
Frequency ----
assessments and other fees that are from .80% to
charged directly from the Card 2.75% plus
Associations
Fees are charged on a monthly
basis/Fees are calculated on
each item processe~~,m""'_ $0.20 ,· __ · __ ''''' __ , __ ,· ____ , _______ ,· ________ " _____ , ______ '' _______ 1_-
Credit Card Per Item Fee Per Item t------'m'-'~'-,--------.-,,-,----m+-"--"""':"'"---.'"·,',--,,--1-----'---·,"-----"'-",·
Fees are calculated on total
[-C_r_e_d_it_C_a_rd_D_is"c"o __ "'u_n_t_R_a_te_F_e_e ____ t--_"'_"0 __ ,,.4, __ 0~% __ +_-monthly volumepr~~~_ssed
_ Ameti~_I1.l_~EE,~~~,~.E!,E! __ , ___ ",_~g:~S Per Item -1-,,--,"'---,---,--,------------------,--
Statement fee $5.00
-----------~-,.~--~----+--
Per Month ---_.
__ ~on~~~il1i~~~~t:~ __ , __ ,__ __________ "' __ "'" _,~!Q,:QQ _____ ,_X~L~_~~~..£er M.,~E~,hant I D
Shargeback Fee ____ "' __ [-_--'-$2:..:.:S:..:.:.~00"__ _ _l---,,~P....;:e:.:..r....;:C.:.:.h.:.:..ar~g!.::e:.::..b.::.:.ac::..:.k'---__l
* to estimate fees multiply your
L projected monthly volu,~~,~Y,_~:~,?~, __ -,--____ . ___ ,, __ """_, _________ _
eCheck I ACH Fees (these only apply if you plan to use the ACH/EFT feature in ReCPro FM )
_____ ~~!:_ Dt:_sc_r-'.ip_ti_o_n __ --l ___ F_ee. "". _________ Frequency
,t:~~t:~~fy1gl1~hIYF.,E!~ $ 9. 95 ________ ,M,_o_nt_~_--!Iy __ _I
eCheck Per Item Fee $0.25 Per Item
-~----,." ,'--,--""'-, "" .... -------
,_~~~~~ __ ~!!~_~!_fy1 __ ~~~i!Y", .......... ,. ___ , ____ $_0_.5_0 _ _+---P-e-r-lt-e-m----
eCheck Return Item fee $2.00
,~~_~~~_~~_~E~~!?~k !~,._e __ -'-----'$_2_5_.00
REMINDER -NO FEE OPTION: {forte}TM gives you the option of passing the processing
fee on to the customer as a convenience fee so your department does not incur the costs of
processing.
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
http;lIrecprosoftware,£2.Q1
Phone: (586) 469-4200
Fax: (586) 469-4867
MictosoIt'PartnerNetwork'
8usiness 1ntelligence ReCPro'fM ITQ
Complete POS Workstation -We can sell a complete pas 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
1 __________ ~~~~~~'?~p~_O~s~eWC~o.~r_k._st_a_t_io_n _________ ~._.~ __ e_-+ ___ E_a_c_h_~ .. ---!~age
AII-in-One PC/Touch Screen (POS-X ION-TP2A-D4U3)-This PC/Touch
Screen combo will give you top of the line technology to operate your
pas system. 15" LCD Monitor, Dual-Core Atom 1.86 GHz Processor, 4 GB
RAM, 60 GB SSD, Windows 7 Pro 0/5. Exact Model-ION-TP2A-D4U3 $1,250.00
Credit Card Reader (MagTek IPAD) -This PCI Compliant Reader is a l
multi-functional handheld pas terminal with keypad input, graphics I
display output on a 128x64 pixel screen, and magnetic card stripe
reading with the included Magnesafe SCRA peripheral. The MagTek IPAD
is the most comprehensive, end-to-end security solution available. $285.00
Receipt Printer (POS-X EVO-PT3-iHU) -This EVa HiSpeed Receipt Printer
will print quality thermal receipts and connects to the Cash Drawer.
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-eD-USB)
Thermal Receipt Paper (XWP-T220) -1 Case (50 Rolls) Thermal Receipt
Paper.
______________ ••••••••••••••••••••• __ .e •••••• _____ _
$285.00
$175.00
$100.00
** ReCPn}YM reserves the right to change at any time the Make, Model & Pricing of Eqllipment,
Please latest information with Rf!CPro"" prior to placing an order.
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
httn:llrecprosoftwari-l.&Qffi
Phone: (586) 469-4200
Fax: (586) 469-4867
,,%
~PartnerNetwork'
ReCPra nw ITQ
Additional/Optional POS Items -The items above can be ordered individually if you don't need a
complete pas Workstation. Below are some additional items that can serve as optional items
depending on your needs.
Price
1 .•.• ~_ •. _ •• __________ A_cl_d_it_io_n_a_!_p_O_S __ ~~ ____ ~ .... ,.",.",~_. ________ ~ ____ Ea_c_h __ -+ ___ !m~~
17" Touch Screen (POS-X EVO-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
" .... __ . __ ._. __ ... _----------------_ .. "." ....... "'''' .. ''''''''' ..... "'''''''''''''''' ... _ ... _----_.j-_ ................. ''' ....... ". " .• _--... , .... "',"' .... "'-_. __ .• j
19" Touch Screen (ElO 1919l -E783686)-This 19" Widescreen Touch
Screen is a great option if you already have a PC in place and are looking
for Touch Screen capabilities.
Mounting Brackets (EVO-CD16B) '" If you would like to Mount your Cash
Drawer under a counter, these brackets will be necessary.
Credit Card Reader (MagTek Dynamag) '" This Credit Card reader does
NOT offer the same level of encryption that the IPAD does and therefore
does not maintain the highest level of security. Also, there is no Keypad
on this unit like the MagTek IPAD.
** ReCPr(JrPli reServes the right to
verify latest information with ReCPro rfA
at any time the
to
$725.00
$25.00
$125.00
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
http://recprosoftware,com
Phone: (586) 469-4200
Fax: (586) 469·4867
Business InteU'gem:e ReCPro™ Response
OPTION 1-Photo ID Cards
r-..... -.-.-.--.--.-.-.... -.--...... -....... -................... ---~~---.--.-.. --............................ "" ............ -.......... --............................ _--·-'1-'--·-_·'····· ............. _ ..... _ ............ _-_ ..
Photo m Card Price Each
Honeywell Orbit MS7120 Scanner -Mountable Omni-directional
Barcode Scanner allows members to check in at your facility
Logitech Webcam C90S -Comes with stand -Allows staff to capture
photo of each member and link it to their profile.
Magicard Rio Pro ID Card Printer -Single Side, Barcode, Full Color -USB
$325.00
$150.00
& Ethernet options to print out quality 10 Cards. $2,000.00
1---------... · ... -_· __ ·······,,··_-------
30 mil PVC Plastic Cards -Standard White Cards. Choose your Quantity ~xtenslol1
500 Cards @ $0.150 ea. $75.00
1,000 Cards @ $0.125 ea. $125.00
2,500 Cards @ $0.100 ea. $250.00
5,000 Cards @ $0.085 ea. $425.00
Image
1
................. _ .. -•. _--------10,000 Cards @ $0.07.?~~1_..:.-$_75_0_.0_0-+ ____ 1
YMCKO Ribbon for Me Rio Pro -Each Ribbon will give you 300 prints.
500 Card Prints -2 Ribbons @ $100.00 ea. $200.00
1,000 Card Prints -4 Ribbons @ $100.00 ea. $400.00
2,500 Card Prints -9 Ribbons @ $95.00 ea. $855.00
5,000 Card Prints -17 Ribbons @ $85.00 ea. $1,445.00
1--____________ •. __ .}.Q!2.9.~~~rd Pri nts -34 Ri bbo!!~.~_~?_5_.0_0_e_a_. _[--,-$_2-"-,5_5_0_.0_0-+_ .. __ ... _._ .. __ .
Cleaning Kits for MC Rio Pro -Each Cleaning Kit is good for 1,200 prints.
500 Card Prints -1 Kit @ $50.00 ea. $50.00
1,000 Card Prints -1 Kit @ $50.00 ea. $50.00
2,500 Card Prints -3 Kit @ $50.00 ea. $150.00
5,000 Card Prints -5 Kit @ $50.00 ea. $250.00
_ ......... _ .. ____ .. __ .. _ ...... ________ 10""-,9.,,00 ~E~.~rirl~s=~~i~~g;g:QQ~~.: .... J~?_~,,~~Q
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
•..•.......... _ ........... _-_. ... __ ............................................ _-------,,----
nttp:/Irecprosoftware.com
Phone: (586)469-4200
Fax: (586) 469-4867
lI'k.,rosoft"PartnerNetwork"
OPTION 2 -Key Tags
The Key Tag pricing is for FULL COLOR on the front and BLACK on the back. There are no additional
setup charges. The front of the Key Tag can be designed with your logo and department information
and the back of the Key Tag will contain the bar code which will identify each member.
Honeywell Orbit MS7120 Scanner -Mountable Omni-directional
Barcode Scanner allows members to check in at your facility
logitech Webcam C905 -Comes with stand -Allows staff to capture
photo of each member and link it to their profile.
Price
Each
$325.00
$150.00 1
f-----~,-~-------------~-.,'"---_+----_l---~.
Custom Key Tags -With Barcode on back.
(1 Key Tag Per Customer)
Choose your Quantity
500 Cards @ $0.75 ea. $375.00
1,000 Cards @ $0.70 ea. $700.00
2,500 Cards @ $0.40 ea. $1,000.00
5,000 Cards @ $0.30 ea. $1,500.00
10,000 Cards @ $Q:??_.,E'!~a._+.,.,$:.,..,2~,5~0_0_.0~0-+-____ 1
Custom Card I Key Tags -With Barcode on back. Choose your Quantity
(1 Card & 2 Key Tags Per Customer)
Extension
$625.00
$950.00
$1,750.00
$2,750.00
$4,500.00
500 Cards @ $1.25 ea.
1,000 Cards @ $0.95 ea.
2,500 Cards @ $0.70 ea.
5,000 Cards @ $0.55 ea.
. .,., ........... _ ... _ ... __ .,., .. .,.,.,.,.,.,.,._.,.".,~~ . .,_.,., ........... .,., .. .,.,.,..., . ., __ .,.,.,., .. .,.,_!2LQ2Q'=-~E~~_@.,$2:45 ea. ·· ____ ····················"·~·m ~~~,=~_~_.~
** ReCPro"" reserves the right to change at <my time the
latest inform<'!ticm with ReCPro fffl to an order.
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
http://recprosofiware.com
Phone: (586) 469-4200
Fax: (586) 469-4867
MkJIosaIt· Partner Network"
au~ines$-Intelligence ReCPro ™ ITQ
End User Licensing Agreement -ReCPro ™ Software
R.C. Systems, Inc. (RCS) develops and distributes recreation software programs and related materials (hereinafter
"programs"); End User ("Organization") desires to obtain the benefits or programs and by signing the included
Purchase Agreement and Support Contract agrees to abide by the terms of this license. Therefore, subject to the
following terms and conditions, RCS grants the Organization a nonexclusive license to use the "to be" installed
ReCPro™ Software Programs and related materials only as indicated below.
1. Scope of Work: RCS shall provide the ReCPro ™ Software and perform the consulting services, including
installation assistance, training, support and maintenance. The ReCPro™ Software shall be configured as
presented to the Organization during the demo process (and as described in Exhibit A). The ReCPro ™ software
will NOT be customized to fit the Organization's exact needs, but RCS does accept recommendations from all
customers on desired functionality. If necessary, RCS will also perform Data Migration of an existing Customer
Database so the Organization won't have to lose any Customer Contact Information. RCS will submit a proposal
for the cost of Data Migration upon request. Data Migration does require the Organization to extract customer
data from the existing system and provide RCS with a file (*.csv) with headers identifying each column.
2. Licensed Users: The ReCProTM Recreation Software and documentation are licensed to the Organization for
concurrent use within the Organization's business or profession. The Organization may transfer the programs
and license to another party provided the other party expressly agrees to all terms and conditions of this
agreement prior to the transfer and provided the Organization retain no copies (in any form) of the programs or
documentation. Any attempt to assign or transfer this license, except as expressly provided herein, is null and
void. RCS has no responsibilities to the new user regarding training, support, maintenance and/or any advice
unless RCS and the new user enter into a support and maintenance agreement.
3. Prohibited Acts: This license permits only the above listed uses. All other uses are prohibited, except as
expressly provided above the Organization may not use, copy or transfer these programs. Specifically, the
Organization MA Y NOT:
• Make copies of the programs, reports or documentation.
• Modify the programs in any manner without the assistance of R.C. Systems, Inc.
• Transmit the programs by electronic means (via email).
• Un-assemble or convert object code to source code in any form.
e Disclose the internal workings of the programs.
4. Term: This license is effective from the day ReCPro™ is installed on the Organization's network until
terminated. The Organization may terminate this license by destroying all copies of the programs (in whatever
form or medium) including all portions merged with other programs. This license automatically terminates if the
Organization fails to comply with any of the terms and conditions of this agreement. The Organization should
notify RCS in writing, if the Organization stops using the program. The term is not contingent upon the presence
of an active support contract. However, RCS will not be required to offer any support or updates until all arrears
from missed support contract premiums (payments) have been satisfied.
5. Software: As demonstrated to the Organization, ReCPro™ Software inCludes all programs and reports
necessary to manage data for families, activities, facilities, leagues, memberships, inventory, lockers, boat
docks, financials and much more. In addition to the standard ReCPro ™ Software which handles Customer
Account Management and Activity Registrations, ReCPro™ offers options for Online Registration & Reservation,
Facility Reservations & Rentals, League Scheduling & Team Building, Point of Sale (with Inventory), Child Care
& Day Camps, Memberships, Locker Rentals and Boat Dock Rentals. Please read the Purchase Agreement and
refer to Exhibit 'A' to identify the options the Organization is agreeing to purchase.
6. Customizations: RCS does not provide customization of ReCPro ™ Software for any individual customers.
However, RCS welcomes recommendations on features that will enhance ReCPro ™ as RCS is continually
,mr,U";'.hn the for all users.
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
http://recprosoftware,com
Phone: (586) 469-4200
Fax: (586) 469-4867
Micm.soft-Partner Network'
ReCPro ™ ITQ
7. Software Updates: ReCPro™ is under constant improvement as the RCS research and development team
along with current customers recommend enhancements. The Organization will be alerted when a new release
is available along with a list of new options that are included. The Organization will have access to these
releases as long as the Organization is current with Annual Support premiums.
8. Bug Corrections: Bug correction patches are covered under the Support & Maintenance Contract and will apply
to both bugs that the Organization identifies as well as bugs that other customers find. As bugs are corrected,
patch releases will be available for download.
9. System Cost: Software License, Annual Support & Maintenance, Professional Training and Peripheral
Equipment costs are detailed in the "Purchase Agreement" and "Support Contract".
10. Implementation: The implementation of ReCProTM will go through many steps and shall be coordinated with the
schedule of the Organization's Implementation Project Manager (I PM). Implementation shall commence
immediately following contract Signature and down payment (as described in the Payment section of this
contract).
Step 1: Secure agreement with the Organization.
Step 2: Identify the Organization's Implementation Project Manager (IPM).
Step 3: Provide the Organization's IPM with Startup Documents.
Step 4: Verify list of any ordered POS or Membership equipment.
Step 5: Identify the Organization's Information Technology (IT) Director / Manager.
Step 6: Perform installation and configuration of ReCPro ™ Sal Database and Website.
Step 7: Welcome Call.
Step 8: Admin Setup Training.
Step 9: Create Training Database.
Step 10: End User Training.
Step 11: Data Entry by the Organization.
Step 12: Implementation Complete.
Detailed explanation for each step of the impleruent?1JI2IL
Step 1: Secure agreement with the Organization.
A purchase order from the Organization is optional and not required. RCS has provided these contracts that
will need to be reviewed, signed and returned. Payment as described in the Payment section of this
contract is also required prior to installation.
Step 2: Identify the Organization's Implementation Project Manager (IPM).
The Organization will need to identify their Implementation Project Manager (IPM) which will be a person
that:
o Works within the Parks & Recreation Department.
o Has knowledge of all internal business operations, policies & procedures.
o Has computer skills that can be described as an advanced or intermediate user and not a
beginner.
o Has authority to make decisions in regards to any changes that may have to be made to any
internal business operations, policies & procedures to take advantage of the functionality offered by
the new software.
o Has knowledge of and the ability to manage work schedules to ensure the appropriate project team
members are available as needed to complete tasks and objectives associated with installation and
training.
o Has ability to assign the appropriate project team members to the different training sessions that
apply to their role within the department.
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
http://recprosoftware,com
Phone: (586) 469-4200
Fax: (586) 469-4867
'%-1;
Microsoft· Partner Network'
o Can be available to attend all training sessions to either be an active participant or to be a "Hands-
On" liaison between the project team members and the software trainer.
o Needs to speak with an enthusiastic voice to the project team members about the implementation
of the new software and the positive results it holds for everyone involved.
Step 3: Provide the Organization's (PM with Startup Documents.
RCS will provide the Organization's IPM with Startup Documents that will help organize all info/data that will
be needed during training. The documents will need to be completed and returned to RCS prior to training.
Step 4: Verify list of any ordered POS or Membership equipment.
Verify with the Organization's IPM the list of any POS or Membership equipment that has been ordered thru
RCS. Identify the 'Ship To' address and get all equipment ordered and shipped prior to training. This step
can be skipped if the Organization did not order any peripheral equipment through RCS.
Step 5: Identify the Organization's Infonnation Technology (IT) Director I Manager.
If the Organization's IT Director / Manager cannot be available to assist with installation and configuration of
the database, website and software application, they will need to identify an IT Staff Member that:
o Has Administrator Access/Privileges to the Database Server, the Web Server and each user's PC.
o Has knowledge of the Organization's LAN & WAN configuration.
o Has ability to change firewall settings.
o Has ability to setup and configure Internet Information Services (liS) in Windows Server.
o Has ability and authority to grant remote access to the RCS Support team to connect to the Servers
for installation and configuration.
Step 6: Perfonn installation and configuration of Database and Website.
RCS Support Team will schedule an appointment with the Organization's IT Department and complete
installation and configuration of Database and Website. RCS Support Team will provide the Organization's
IT Department with the installation files and instructions for the Client Installation with the expectation the
Organization's IT Department will complete the Client Installation on all User's PC's.
Step 7: Welcome Call.
RCS will schedule and complete a Welcome Call with the Organization's IPM. The purpose of this 15
minute phone conference is to introduce the Organization's IPM to the ReCProTM Software Trainer and to
also establish a Training Schedule. .
Step 8: Admin Setup Training.
"Admin Setup" Training will be performed 'On-Line' and will typically span a couple of days. RCS uses
TeamViewer or GoTo Meeting webinar software to perform 'On-Line' Training. The Admin Setup Training
will include the Organization's IPM and at the most 1 to 2 other Power Users(*) that will take ownership over
setting up and maintaining the system. Data Entry by these Power Users(") will be required prior to End
User Training.
Step 9: Cr~ate Training Database. '
Upon completion of the Admin Setup Training and all applicable data entry, RCS Support will create a
Training Database that includes all of the Organization's setup information so the End User training is more
meaningful.
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
ht.ill_;lLrl!f:P.Iosoftware.tom
Phone: (586) 469-4200
Fax: (586)469-4867
Mictosott' Partner Network'
ReCPro YM ITQ
Step 10: End UserTrainlng.
"End User" Training can be performed either 'On-Line' or 'On-Site'. RCS professional recommendation is to
include only the Power Users(") in the appropriate training sessions and then allow those Power Users(*) to
train the rest of the staff within their department.
Step 11: Data Entry by the Organization;
During and after End User Training. the Users will be responsible to get all Data Entry completed (ie:
Activities, Facilities, Memberships, Customers. etc.).
Step 12: Implementation Complete.
At the conclusion of End User Training, the implementation project will be completed. The ReCPro™
Software Trainer will offer Q&A sessions if necessary. It will be the Organization IPM's responsibility to
communicate to the ReCPro™ Software Trainer as to the Organization's "Go Live" date so the ReCProTM
Support Department is prepared to be on high alert for any calls or emails from the Organization during the
Go Live period.
(*) Power User is defined as a person that has computer skms that can be described as an advaru::ed Of
intermediate user and not a beginner. Typically a Power User will have had experience with Database
Software Applications in the past
11. Training: RCS will provide all necessary training for ReCPro ™ Software. Admin Setup Training will be
performed On-Line and then End User Training will be performed On-Line unless On-Site Training (along with
Travel Expenses) was agreed upon. RCS professional recommendation is to include only the Power Users in
the appropriate training sessions and then allow those Power Users to train the rest of the staff within their
department. This method is referred to as 'Train the Trainer". Scheduling of training dates and times will be
determined by mutual convenience of the RCS training staff along with the Organization's IPM and Power Users.
12. End User Responsibility: It is the end user's responsibility to provide all required hardware (Servers & PC's)
and hardware components, operating systems, wiring, and connectivity in a manner that is compatible to the
needs of ReCPro TM. It is also a requirement for Users to allow RCS Support to remotely connect to User's PC's
so that RCS may remotely support ReCProTM. RCS currently uses TeamViewer and GoTo Meeting which
requires Users to initiate connection and allows RCS Support to connect directly to specific PC's on the
Organization's network.
13. Source Code: In the event that R.C. Systems, Inc. goes out of business or discontinues development & support
of ReCPro TM, the Organization will be given a CD containing all of the source code for the ReCPro ™ system and
any supporting documentation. Under no other circumstance will the Organization be given a copy of the source
code. Discontinued Support does not refer to RCS refusal to support clients not entered into an active contract.
14. Support & Maintenance Contract: RCS shall provide ongoing support and maintenance service for the
ReCPro™ system so long as the Organization is current with Annual Support Contract premiums (payments).
Within forty-five (45) to sixty (60) days of the current contract expiring, RCS will submit an invoice to the
Organization that will include the Annual Support amount for the next 12 month coverage period. Annual
Support amounts are subject to a maximum of ten percent (10%) increase every three (3) years with the first
increase coming in year six (4). Payments for the Annual Support Contract are expected to be made prior to the
existing coverage period expiring. In the event the Organization does not want to renew Annual Support, the
Organization MUST notify RCS in writing at least ninety (90) calendar days in advance of the Expiration Date of
the current coverage period of the Organization's intent not to renew the Annual Support.
Initial contract coverage period will be twelve (12) months and will commence on the 1st day of the next month
following the installation of the ReCPro™ SOL Server Database on the Organization server.
Support will be provided during normal business hours (7:00am-6:00pm EST) Monday thru Friday. Support will
not be provided on Saturday or Sunday unless arranged prior to a particular weekend at an additional charge.
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
http://recprosoftware.com
Phone: (586) 469-4200
Fax: (586) 469-4867
.Mictosoft-Partner Network'
Business Intelligence ReCPro fM ITQ
15. Termination: RCS may terminate the Support Contract for non-payment of funds by providing ninety (90)
calendar days written notice of non-payment. During such ninety (90) calendar days, the Organization shall be
entitled to cure by providing RCS with payment in full. In the event of cure, RCS may not terminate its
obligations under this Support Contract. In the event the Organization does not want to renew Support Contract.
the Organization MUST notify RCS in writing at least ninety (90) calendar days in advance of the Expiration Date
of the current coverage period of the Organization's intent not to renew the Support Contract.
16. Payments: Payments shall be made as per the below listed schedule unless a payment plan has been selected:
Down Payment 70.0% Due with signed contracts
Final Payment 30.0% Due upon completion of Phase 2 Training
Payments for any other service after the initial system is installed for additional modules, training, data migration,
etc. must be made Net 30 after date invoiced. Failure to pay invoices in 30 days will result in RCS putting the
Organization on C.O.D. terms for any future billings.
17. Governing Laws: This agreement will be governed by the applicable laws of the State of Michigan and the laws
of the United States of America.
18. Covenant to Safeguard Programs and Documentation: The Organization agrees to use best efforts and good
faith to protect these programs and documentation from unauthorized use, reproduction or disclosure.
19. Limited Warranty: RCS warrants, for a period of ninety (90) days from the date of purchase as evident by a
copy of the signed Purchase Agreement, the installed copy of ReCPro ™ Software will contain the Purchased
features demonstrated to the Organization and documented in Exhibit 'A'.
RCS warrants, for the duration of the license agreement notwithstanding anything to the contrary contained
herein, that the installed copy of ReCPro™ Software 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.
Res does not warrant the operation of the installed copy of ReCPro ™ Software will meet the Organization's
exact requirements.
RCS does not warrant the operation of the installed copy of ReCPro ™ Software will be without errors or
interruptions.
RCS does not warrant the documentation is correct.
All system errors will be corrected under the terms of the support contract. ReS assumes no responsibility for
errors or discrepancies found or problems the Organization encounters as a result of improper input of data by
users.
20. Attorney Fees: In the event either party brings a lawsuit to enforce the terms of this contract, or arising from
breach of contract, the prevailing party shall be entitled to its costs and reasonable attorney's fees for bringing or
defending the action.
21. Nondisclosure of Data: Data provided by the Organization either before or after contract award shall only be
used for its intended purpose. RCS or any Employees or Sub-Contractors shall not utilize nor distribute the
Organization's data in any form without the express written approval of the Organization.
22. Limitation of Remedies: The Organization's sole remedy and RCS entire liability shall be limited to the sum of
all amounts paid to ReS in the event the Organization incurs financial losses that have arisen from events
attributable to a defect within the installed copy of ReCPro ™ Software.
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
http:Urecprosoftware.com
Phone: (586)469-4200
Fax: (586)469-4867
~PartnerNetwork'
ReCPro'l'M ITQ Response
--------.. -------~.--~ ...... ---.-------
In no event shall R.C. Systems, Inc. be liable for any amount that exceeds the sum of all amounts paid to
R.C. Systems, Inc. for any incidental, indirect or consequential damages whatsoever (including, without
limitation, damages for loss of business profits, business interruption, loss of business information, loss
of goodwill or any other pecuniary loss) arising out of the use or inability to use such programs
regardless of the legal theory asserted, including negligence and/or strict liability. Before using, the
Organization shall determine the suitability of the programs for intended use. The Organization assumes
ALL risk and liability whatsoever in connection therewith. The foregOing limitations of remedies and
liabilities may not be altered unless in writing signed by an officer of R.C. Systems, Inc. Notwithstanding
anything to the contrary contained herein the limitations of liability shall not apply to any of RCS
indemnification obligations as set forth in this agreement.
23. Entire Agreement: The Organization agrees that this agreement represents the entire understanding between
RCS and the Organization and supersedes all proposals or prior agreements, verbal or written and any other
communications between the parties relating to the subject matter of this agreement.
If the Organization has any questions concerning this agreement, please contact R.C. Systems, Inc. in writing:
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
http://recprosoftware.com
Phone: (586) 469-4200
Fax: (586) 469-4867
Mictosoft'Partner Network <
ReCPro 1M ITQ
Sample Customer (family) Entry Screen
ReCPro™ will allow your staff to enter customers as "Families" so the address information only
needs to be entered one time. Enter all family members, emergency contacts and customize
the entries made for each family member by using our Column Chooser option. ReCPro™
includes comparison functions that will help prevent duplicate customers.
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35807 Moravian Drive
Clinton Township, MI 48035
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Phone: (586) 469-4200
Fax: (S86) 469-4867
Mict'osott'Partner Network-
B\l'Srne$S fntellig~n(;1Ie
Sample Checkout Screen
ReCPro™ will allow your staff to accept CASH, CHECK, CREDIT CARD, ACCOUNT CREDIT or
OTHER. The system will also allow staff to split payment between all of these methods. Below
is a sample checkout screen that also shows how the user can PRINT the receipt, EMAIL the
receipt or PRINT & EMAIL it at the same time.
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
http://recprosoftware.com
Phone: (S86) 469·4200
Fax: (586) 469·4867
MJctosoIt'Partner Network~
ReCPro fM ITQ
Facility Calendar
ReCPro™ will allow your staff to view all similar facilities at one time. In the example above, we
are viewing all Pavilions for a specific date so we can locate availability at any of the Pavilions
we manage.
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, Ml 48035
http://recprCIsoftware.com
Phone: (586)4694200
Fax: (586)4694867
~
Mictosott'Partner Network-
Sample Member 'Check-In' Screen
ReCPro Til'! ITQ
ReCPro™ contains member check-in screen that will immediately identify memberships that are
expired, suspended, cancelled, etc. The screen will also identify members that owe the
department money and whether or not their balance is overdue.
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
httg:llrecprosoftware.com
Phone: (586) 469-4200
Fax: (586) 469-4867
MIctosoft'Partner Network'
8u~nMS Intellt~ence ReCPro 1'1\1 ITQ
Sample Receipt
ReCPro'tM receipts are very informative and contain pertinent information for each program the
family registered. The receipt will also print a unique receipt#, date, total and pay methods
used. You can also add a receipt note to the bottom of the receipt.
Re. tily;ti®_. mI::.
35807 MOf"",ilJll Dr.
Cffin!M Tt:lWnMlip. M! 46035
Ph: (500) 469-4200
Fruc (500) 46S48i37
Jim Kraus
129 West Pioneer Trail
Aurora, QH 44:202
.... ·IIk'· ... '..,·9I12t.m9
R9ceIpt If):
Receipt ()ate:
Receipt Total:
PaldBy:
Registrar:
~,-~~~~ PayMetOOd:
. MOI'l.WedTrne: 9:30AM ·10:15AM Fdy: V~
S tu<io ROO!l'{t~ StLdo 1
90168927
1210212009
$217.00
Jim Kraus
ORO
Cash $17.00
Check# 13432 $200.00
$70.00 $70.00
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
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Phone: (586) 469-4200
Fax: (S86) 469-4867
MlcftlSoft"Partner Network'
8l,l!;lne\s. InteIUg@'f\(;e
Demographics -Detail & Graphs
ReCPro™ will allow your staff to quickly produce a Demographic report that will show
registration totals for a period of time and give detail by Gender, Residency, Age, etc.
Course Demographics
Participation Countm
otalOnline:
otar In·House:
otal Resident:
otal Non-Resident:
Registrations Per Category
A<U\ PrOiT""6: 3S.6S %
~:22.H%
Y~I'wT-: 13.\10"-
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35807 Moravian Drive
Clinton Township, MI 48035
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Municipality
http://recprosoftware.com
Phone: (586) 469-4200
Fax: (586) 469-4867
.MicIosoft·Partner Network'
Sus.ine$'$ Inteilige-nce ReCPro ™ ITQ
Balance Register (End of Day)
ReCPro™ will help your staff reconcile their Cash Drawer at the end of the day by providing the
Balance Register report. This report can also be distributed to the Finance Department for end
of day financial reporting. ReCPro™ also comes equipped with a GIL Export function that would
allow staff to provide the Finance Department with a * .csv file to be imported into the Financial
Software.
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
111201201211:11 AM
htttt:!lrec:prosoftware.c:om
Phone: (586) 469-4200
Fax: (586) 469-4867
Attachments 1 thru 5 to follow
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
http://recprosoftware.com
Phone: (586) 469·4200
Fax: (586)469·4867
ATTACHMENT#I PUBLIC ENTITY CRIMES AND CONFLICTS OF INTEREST
Pursuant to the provisions of Paragraph (2) (a) of Section 287.133, Florida State Statutes -"A
person or affiliate who has been placed on the convicted vendor list following a conviction for a
public entity crime may not submit a Bid on a Contract to provide any goods or services to a
public entity. may not submit a Bid on a Contract with a public entity for the construction or
repair of a public building or public work, may not submit bids on leases of real property to a
public entity, may not be awarded to perform work as a Contractor. supplier, Subcontractor,
or Consultant under a Contract with any public entity, and may not transact business with any
public entity in excess of the threshold amount Category Two of Section 287.017. Florida
Statutes. for thirty six (36) months from the date of being placed on the convicted vendor list".
The award of any contract hereunder is subject to the provisions of Chapter I 12, Florida State
Statutes. BIDDERS must disclose with their Bids, the name of any officer, director, partner,
associate or agent who is also an officer or employee of the City of South Miami or its agencies.
SWORN STATEMENT PURSUANT TO SECTION 287.133 (3)(a),
FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES
THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY
PUBLIC OR OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS.
I. This sworn statement is submitted to _~_o_f_S,_o_u_th __ M_ia_m._iM _____ ~ ___ _
[print name of the public entity]
Vice President
[print individual's name and title]
for R.C. Systems, Inc.
[print name of entity submitting sworn statement]
whose business address is 35807 Moravian Drive
Clinton Township, MI48035
and (if applicable) its Federal Employer Identification Number (FEIN) is 38-2._7_4_8_1_7_2 ___ _
(If the entity has no FEIN, include the Social Security Number of the individual signing this
sworn statement:
2. I understand that a "public entity crime" as defined in Paragraph 287.133 (I )(g), Florida
Statutes, means a violation of any state or federal law by a person with respect to and
directly related to the transaction of business with any public entity or with an agency
or political subdivision of any other state or of the United States, including, but not
limited to , any bid or contract for goods or services to be provided to any public entity
or an agency or political subdivision of any other state or of the United States and
involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material
misrepresentation.
3. I understand that "convicted" or "conviction" as defined in Paragraph 287.133 (I )(b).
Florida Statutes, means a finding of gUilt or a conviction of a public entity crime, with or
Page 20[10
without an adjudication of guilt, in any federal or state trial court of record relating to
charges brought by indictment or information after July I. 1989. as a result of a jury
verdict, non~jury trial. or entry of a plea of guilty or nolo contender.
4. I understand that an "affiliate" as defined in Paragraph 287.133 (I )(a). Florida Statutes.
means:
(a) A predecessor or successor of a person convicted of a public entity crime; or
(b) An entity under the control of any natural person who is active in the
management of the entity and who has been convicted of a public entity crime. The
term "affiliate" includes those officers, directors. executives, partners, shareholders,
employees, members, and agents who are active in the management of an affiliate. The
ownership by one person of shares constituting a controlling interest in any person, or a
pooling of equipment or income among persons when not for fair market value under
an arm's length agreement, shall be a prima facie case that one person controls another
person. A person who knowingly enters into a joint venture with a person who has
been convicted of a public entity crime in Florida during the preceding 36 months shall
be considered an affiliate.
S. I understand that a "person" as defined in Paragraph 287.133 (I )(e). Florida Statutes,
means any natural person or entity organized under the laws of any state or of the
United States with the legal power to enter into a binding contract and which bids or
applies to bid on contracts for the provision of goods or services led by a public entity.
or which otherwise transacts or applies to transact business with a public entity. The
term "person" includes those officers. directors, executives. partners, shareholders,
employees, members. and agents who are active in management of an entity.
6. Based on information and belief, the statement which I have marked below is true in
relation to the entity submitting this sworn statement. [Indicate which statement
applies.]
X Neither the entity submitting this sworn statement, nor any of its officers,
directors, executives, partners. shareholders. employees, members. or agents who are
active in the management of the entity. nor any affiliate of the entity has been charged
with and convicted of a public entity crime subsequent to July I, 1989.
___ The entity submitting this sworn statement, or one or more of its officers,
directors. executives, partners. shareholders, employees, members. or agents who are
active in the management of the entity. or an affiliate of the entity has been charged with
and convicted of a public entity crime subsequent to July I, 1989.
___ The entity submitting this sworn statement. or one or more of its officers,
directors. executives, partners, shareholders, employees, members. or agents who are
active in the management of the entity, or an affiliate of the entity has been charged with
and convicted of a public entity crime subsequent of July I, 1989. However. there has
been a subsequent proceeding before a Hearing Officer of the State of Florida. Division
of Administrative Hearings and the Final Order entered by the Hearing Officer
determined that it was not in the public interest to place the entity submitting this
sworn statement on the convicted vendor list. {attach a copy of the final order.]
Page 3 ofl0
Continuation of Attachment #2 Public Entity Crimes and Conflicts
I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING
OFFICER FOR THE PUBLIC ENTITY INDENTIFIED IN PARAGRAPH I (ONE) ABOVE IS
FOR THAT PUBLIC ENTITY ONLY, AND THAT THIS FORM IS VALID THROUGH
DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND
THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A
CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION
287.017. FLORIDA STATUTES, FOR CATEGORY TWO OF ANY CHANGE I~ THE
INFORMATION CONTAINED IN THIS FORM. AtY
Sworn to and subscribed before me this
/ Personally known or
Produced identification
(Type of identification)
/'
.20 14
Notary Public -State of ~w~ic,~iQ~~~w,_w ____ ~_,_~",_,_,~
My commission expires 01/15/2015 -------
(Printed, typed or stamped commiSZ:ion " nam,e of notary public)
Form PUR 7068 (Rev.06111192) I , )\\ /; j 7~-t~I/\_, Of' Ul,
Page 4 of10
/ /'
ATTACHMENT #2 "DRUG FREE WORKPLACe"
Whenever two or more Bids which are equal with respect to price, quality and service are
received by the State or by any political subdivisions for the procurement of commodities or
contractual services, a Bid received from a business that certifies that it has implemented a
drug-free workplace program shall be given preference in the award process. Established
procedures for processing tie Bids will be followed if none of the tied vendors have a drug-free
workplace program. In order to have a drug-free workplace program, a business shall:
I. Publish a statement notifying employees that the unlawful manufacture, distribution.
dispensing, possession, or use of a controlled substance is prohibited in the workplace
and specifying the actions that will be taken against employees for violations of such
prohibition.
2. Inform employees about the dangers of drug abuse in the workplace. the business'
policy of maintaining a drug-free workplace. any available drug counseling, rehabilitation,
and employee assistance programs, and the penalties that may be imposed upon
employees for drug abuse violations.
3. Give each employee engaged in providing the commodities or contractual services that
are under Bid a copy of the statement specified in Subsection (I).
4. In the statement specified in Subsection (I), notify the employees, that. as a condition of
working on the commodities or contractual services that are under Bid, the employee
will abide by the terms of the statement and will notify the employer of any conviction
of. or plea of guilty or nolo contender to, any violation of Chapter 893 or of any
controlled substance law of the United States or any state, for a violation occurring in
the workplace no later than five (5) days after such conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance
or rehabilitation program, if such is available in the employee's community. by any
employee who is so convicted.
6. Make a good faith effort to continue to maintain a drug-free workplace through
implementation of this section.
As the person authorized to sign the statement, I certify that this firm complies fully with the
above requirements.
PROPOSER's
Signature:
Print Name:
~&~ ..... L~~~C~··:4····~;:~?h···>",r,-·-~·~-,,-
Date: 05/06/2014
Page 5 of10
ATTACHMENT #3 "No CONFLICT OF INTEREST/NoN COLLUSION AFFIDAVIT"
Submitted this ~day of.......:...M:..;..a:..:..y'--______ ---J. 20_1_4 ___ .
The undersigned. as Bidder/Proposer, declares that the only persons interested in this RFP are named
herein; that no other person has any interest in this RFP or in the Contract to which this RFP pertains;
that this response is made without connection or arrangement with any other person; and that this
response is in every respect fair and made in good faith, without collusion or fraud.
The Bidder/Proposer agrees if this response/submission is accepted, to execute an appropriate CITY
document for the purpose of establishing a formal contractual relationship between the Bidder/Proposer
and the CITY. for the performance of all requirements to which the response/submission pertains.
The Bidder/Proposer states that this response is based upon the documents identified by the following
number: Bid/RFP
The full-names and residences of persons and firms interested in the foregoing bid/proposal. as
principals. are as follows:
The Bidder/Proposer further certifies that this response/submission complies with section 4(c) of the
Charter of the City of Miami. Florida. that. to the best of its knowledge and belief. no Commissioner.
Mayor. or other officer or employee of the CITY has an interest directly or indirectly in the profits or
emoluments of the Contract, job, work or service to which the res;?o se/submission pertains.
/) 'j
// 1 N "\. (I' ~ .;;/-7 L '
Signature: ]~-r::lJt~~{:~ 1<.-~-%~-
"-.
Printed Name: Dal~J;?~i_~t~rw.w.m._ .. w~_w._~~ __ ~ ... ~ ___ .. w
Title: Vice President
Continuation of Attachment #3No Conffict of inter/Non-Collusion Certification
Page 6 of to
NOTARY PUBLIC:
STATE OF
COUNTY OF Oakland
The foregoing instrument was acknowledged before me this 6th dax of "
May ,2014 by \':::'cdt f (~Y-n'.f!~ (name of
person whose signature is being notarized) who Is ~. ()
SEAL
Personally known to me, or
Personal identification:
Type of Identification Produced
Did take an oath, or
i"~ Did Not tak~ an oath.
/ / l)lI~rl,(j~/~(ha~(Lt,/k/~_"_.
/' ) Tra<?.i~ Ann Moravcik . _~_
" .... / (Name of Notary Public: Print. Stamp
or type as commissioned.)
Page 7 oflO
ATTACHMENT #4 "ACKNOWLEDGEMENT AND CONFORMANCE WITH OSHA
STANDARDS"
TO THE CITY OF SOUTH MIAMI
We, R.C. Systems, Inc. , (Name of Contractor), hereby acknowledge and agree that
as Contractors for this Solicitation, as specified have the sole responsibility for compliance with all the
requirements of the Federal Occupational Safety and Health Act of 1970, and all State and local safety
and health regulations, and agree to indemnify and hold harmless the City of South Miami against any
and all liability, claims, damages, losses and expenses they may incur due to the failure of
(subcontractor's names):
to comply with such act or regulation.
BY: Dale Geiger
Name
Vice President
Title
FAILURE TQ~~Ot:1J~bfIE. SIGN. & RETURN THIS FORMJ:1i\ Y DISQ!,JhLlFY YOUR BESfQ1::!SE
Page 8 oflO
ATTACHMENT#5 "RELATED PARTY TRANSACTION VERIFICATION FORM"
I Dale Geiger . individually and on behalf of R.C. Systems, Inc.
("Firm")have Name of Representative CompanylVendoriEntity read the City of South Miami ("City")'s Code of Ethics.
Section SA-I of the City's Code of Ordinances and I hereby certify. under penalty of perjury that to the best of my
knowledge. information and belief:
(I) neither I nor the Firm have any conflict of interest (as defined in section SA-I) with regard to the contract or
business that I. and/or the Firm. am(are) about to perform for, or to transact with, the
City, and
(2) neither I nor any employees. officers, directors of the Firm, nor anyone who has a financial interest greater
than 5% in the Firm, has any relative(s), as defined in section SA-I. who is an employee of the City or who is(are)
an appointed or elected official of the City, or who is(are) a member of any public body created by the City
Commission, i.e., a board or committee of the City[See Note # I below], and
(3) neither I nor the Firm. nor anyone who has a financial interest greater than 5% in the Firm, nor any member of
those persons' immediate family (i.e., spouse. parents, children. brothers and sisters) has transacted or entered
into any contract(s) with the City or has a financial interest, direct or indirect, in any business being transacted
with the city, or with any person or agency acting for the city. other than as follows:
necessary use a separate sheet to supply additional information that will not fit on this line but make reference on
the line above to the separate sheet, i.e .• "see attached additional information" and make reference to this
document and this paragraph on to the additional sheet which additional sheet must be signed under oath). [See
Note #1 below]; and
(4) no elected and/or appointed official or employee of the City of South Mfami. or any of their immediate family
members (i.e .• spouse, parents. children. brothers and sisters) has a financial interest. directly or indirectly. in the
contract between you and/or your Firm and the City other than the following individuals whose interest is set
forth following their use a separate names:
. (if necessary use a separate
sheet to supply additional information that will not fit on this line but make reference on the line above to the
separate sheet, i.e., "see attached additional information" and make reference to this document and this paragraph
on to the additional sheet which additional sheet must be signed under oath). The names of all City employees and
that of all elected and/or appointed city officials or board members. who own. directly or indirectly. an interest of
five percent (5%) or more of the total assets of capital stock in the firm are as follows:
_______ ~_~ ______ _:_-.-----------------(if
necessary use a separate sheet to supply additional information that will not fit on this line but make reference on
the line above to the separate sheet, Le .• "see attached additional information" and make reference to this
document and this paragraph on to the additional sheet which additional sheet must be signed under oath). [See
Note #1 below]
(5) I and the Firm further agree not to use or attempt to use any knowledge. property or resource which may
come to us through our position of trust, or through our performance of our duties under the terms of the
contract with the City. to secure a special privilege. benefit. or exemption for ourselves. or others. We agree that
we may not disclose or use information. not available to members of the general public, for our personal gain or
._--_ ... _---_ ... _----------_.
Note # I: While the ethics code still applies, if the person executing this form is doing so on behalf of a firm with more than
15 employees. the statement in this section shall be based solely on the signatory's personal knowledge and he/she is not
required to make an independent investigation as to the relationship of employees; if the firm is a publicly traded company,
the statement in this section shall be based solely on the signatory's personal knowledge and he/she is not required to make
an independent investigation as to the relationship of employees or of those who have a financial interest in the Firm or of
the financial interest in the Firm of city employees, appointed officials or the immediate family members of elected and/or
appointed official or employee or as to the relationship by blood or marriage of employees, officers, or directors of the Firm,
or of any of their immediate family to any appointed or elected officials of the City, or to their immediate family members.
benefit or for the personal gain or benefit of any other person or business entity, outside of the normal gain or
benefit anticipated through the performance of the contract.
(6) I and the Firm hereby acknowledge that we have not contracted or transacted any business with the City or
any person or agency acting for the City, and that we have not appeared in representation of any third party
before any
board, commission or agency of the City within the past two years other than as follows:
. (if necessary use a separate sheet to supply
additional information that will not fit on this line but make reference on the line above to the separate sheet. i.e.,
"see attached additional information" and make reference to this document and this paragraph on to the additional
sheet which additional sheet must be signed under oath).
(7) Neither I nor any employees, officers, or directors of the Firm, nor any of their immediate family (i.e., as a
spouse, son, daughter, parent, brother or sister) is related by blood or marriage to: (i) any member of the City
Commission; (ii) any city employee; or (iii) any member of any board or agency of the City other than as follows:
~._. ____ ,---___ -:-_______ ""'"'_'"'''''''''''''''''' ___ . (if necessary use a separate sheet to supply additional
information will not on this line but make reference on the line above to the separate sheet, i.e., "see
attached additional information" and make reference to this document and this paragraph on to the additional
sheet which additional sheet must be signed under oath). [See Note #1 below]; and.
(8) No Other Firm, nor any officers or directors of that Other Firm or anyone who has a financial interest greater
than 5% in that Other Firm. nor any member of those persons' immediate family (i.e., spouse, parents, children,
brothers and sisters) nor any of my immediate family members (hereinafter referred to as "Related Parties") has
responded to a solicitation by the City in which I or the Firm that I represent or anyone who has a financial
interest greater than 5% in the Firm, or any member of those persons' immediate family (i.e. spouse, parents,
children, brothers and sisters) have also responded, other than the following:
___ ~_ (if necessary use a separate sheet to supply additional
information that will not fit on this line but make reference on the line above to the separate sheet, i.e., "see
attached additional information" and make reference to this document and this paragraph on to the additional
sheet which additional sheet must be signed under oath). [while the ethics code still applies, if the person executing
this form is doing so on behalf of a firm whose stock is publicly traded, the statement in this section (8) shall be
based solely on the signatory's personal knowledge and he/she is not required to make an independent
investigation into the Other Firm, or the Firm he/she represents, as to their officers, directors or anyone having a
financial interest in those Firms or any of their any member of those persons' immediate family.]
(9) I and the Firm agree that we are obligated to supplement this Verification Form and inform the City of any
change in circumstances that would change our answers to this document. Specifically, after the opening of any
responses to a solicitation, I and the Firm have an obligation to supplement this Verification Form with the name of
all Related Parties who have also responded to the same solicitation and to disclose the relationship of those
parties to me and the Firm.
(10) A violation of the City's Ethics Code, the giving of any false information or the failure to supplement this
Verification Form, may subject me or the Firm to immediate termination of any agreement with the City, and the
imposition of the maximum fine and/or any penalties allowed by law. Additionally, violations may be considered by
and subject to action by the Miami-Dade County Commission on Ethics. Under penalty of perjury, I declare that I
Note # I: While the ethics code still applies, if the person executing this form is doing so on behalf of a firm with more than
IS employees, the statement in this section shall be based solely on the signatory's personal knowledge and he/she is not
required to make an independent investigation as to the relationship of employees; if the firm is a publicly traded company,
the statement in this section shall be based solely on the signatory's personal knowledge and he/she is not required to make
an independent investigation as to the relationship of employees or of those who have a financial interest in the Firm or of
the financial interest in the Firm of city employees, appointed officials or the immediate family members of elected and/or
appointed official or employee or as to the relationship by blood or marriage of employees, officers, or directors of the Firm,
or of any of their immediate family to any appointed or elected officials of the City, or to their immediate family members.
have made a diligent effort to investi~:e.~,Ahatters to which I am attesting hereinabove and that the statements
made her(rAOj, e are, true ~n~ correV··tl:e best of my knowledge. information and belief.
S· . '~t;"G fi/ y K ~;fL~#.p.~ .. ,. Ignature. __ .£ .. ::k.l I, "'It
p"-'./.
Print Name & Title: Dale Geiger, Vice Pres.~c!~~
Date: 05/06/2014
ATTACHED:
Sec. SA-I -Conflict of interest and code of ethics ordinance.
Municode Page IOf4
Sec. SA-I. -Conflict of interest and code of ethics ordinance.
(a) DeSignation.
This section shall be deSignated and known as the "City of South Miami Conflict of Interest and Code of Ethics
Ordinance." This section shall be applicable to all city personnel as defined below. and shall also constitute a
standard of ethical conduct and behavior for all autonomous personnel. quasi-judicial personnel. advisory
personnel and departmental personnel. The provisions of this section shall be applied in a cumulative manner. By
way of example. and not as a limitation. subsections (c) and (d) may be applied to the same contract or transaction.
(b) Definitions. For the purposes of this section the following definitions shall be effective:
(I) The term "commission members" shall refer to the mayor and the members of the city commission.
(2) The term "autonomous personnel" shall refer to the members of autonomous authorities, boards and agencies.
such as the city community redevelopment agency and the health facilities authority.
(3) The term "quasi-judicial personnel" shall refer to the members of the planning board. the environmental review
and preservation board, the code enforcement board and such other individuals, boards and agencies of the city as
perform quasi-judicial functions.
(4) The term "advisory personnel" shall refer to the members of those city advisory boards and agencies whose
sole or primary responsibility is to recommend legislation or give advice to the city commission.
(5) The term "departmental personnel" shall refer to the city clerk. the city manager. department heads, the city
attorney, and all assistants to the city clerk, city manager and city attorney. however titled.
(6) The term "employees" shall refer to all other personnel employed by the city.
(7) The term "compensation" shall refer to any money, gift. favor, thing of value or financial benefit conferred, or
to be conferred, in return for services rendered or to be rendered.
(8) The term "controlling financial interest" shall refer to ownership. directly or indirectly. of ten percent or more
of the outstanding capital stock in any corporation or a direct or indirect interest of ten percent or more in a firm.
partnership, or other business entity at the time of transacting business with the city.
(9) The term "immediate family" shall refer to the spouse, parents, children, brothers and sisters of the person
involved.
(10) The term "transact any business" shall refer to the purchase or sale by the city of specific goods or services
for consideration and to submitting a bid. a proposal in response to a RFP, a statement of qualifications in response
to a request by the city. or entering into contract negotiations for the provision on any goods or services.
whichever first occurs.
(c) Prohibition on transacting business with the city.
Note # I: While the ethics code still applies, if the person executing this form Is doing so on behalf of a firm with more than
IS employees, the statement In this section shall be based solely on the signatory's personal knowledge and he/she is not
required to make an independent investigation as to the relationship of employees; If the firm is a publicly traded company,
the statement in this section shall be based solely on the signatory's personal knowledge and he/she is not required to make
an independent investigation as to the relationship of employees or of those who have a financial Interest in the Firm or of
the financial Interest in the Firm of city employees, appointed officials or the immediate family members of elected and/or
appointed official or employee or as to the relationship by blood or marriage of employees, officers, or directors of the Firm,
or of any of their immediate family to any appointed or elected officials of the City, or to their immediate family members.
No person included in the terms defined in paragraphs (b)(I) through (6) and in paragraph (b)(9) shall enter into
any contract or transact any business in which that person or a member of the immediate family has a financial
interest, direct or indirect with the city or any person or agency acting for the city, and any such contract,
agreement or business engagement entered in violation of this subsection shall render the transaction voidable.
Willful violation of this subsection shall constitute malfeasance in office and shall affect forfeiture of office or
position. Nothing in this subsection shall prohibit or make illegal:
(I) The payment of taxes, special assessments or fees for services provided by the city government;
(2) The purchase of bonds. anticipation notes or other securities that may be issued by the city through
underwriters or directly from time to time.
Waiver of prohibition. The requirements of this subsection may be waived for a particular transaction only by four
affirmative votes of the city commission after public hearing upon finding that:
(I) An open-to-all sealed competitive proposal has been submitted by a city person as defined in paragraphs (b)(2),
(3) and (4);
(2) The proposal has been submitted by a person or firm offering services within the scope of the practice of
architecture, professional engineering, or registered land surveying, as defined by the laws of the state and
pursuant to the provisions of the Consultants' Competitive Negotiation Act. and when the proposal has been
submitted by a city person defined in paragraphs (b)(2). (3) and (4);
(3) The property or services to be involved in the proposed transaction are unique and the city cannot avail itself
of such property or services without entering a transaction which would violate this subsection but
for waiver of its requirements; and
(4) That the proposed transaction will be in the best interest of the city.
This subsection shall be applicable only to prospective transactions, and the city commission may in no case ratify a
transaction entered in violation of this subsection.
Provisions cumulative. This subsection shall be taken to be cumulative and shall not be construed to amend or repeal
any other law pertaining to the same subject matter.
(d) Further prohibition on transacting business with the city.
No person included in the terms defined in paragraphs (b)(l) through (6) and in paragraph (b)(9) shall enter into
any contract or transact any business through a firm, corporation. partnership or business entity in which that
person or any member of the immediate family has a controlling financial interest, direct or indirect. with the city
or any person or agency acting for the city. and any such contract, agreement or business engagement entered in
violation of this subsection shall render the transaction voidable. The remaining provisions of subsection (c) will
also be applicable to this subsection as though incorporated by recitation.
Additionally. no person included in the term defined in paragraph (b)( I) shall vote on or participate in any way in
any matter presented to the city commission if that person has any of the following relationships with any of the
persons or entities which would be or might be directly or indirectly affected by any action of the city commission:
(I) Officer, director. partner. of counsel. consultant, employee. fiduciary or beneficiary; or
(2) Stockholder. bondholder. debtor, or creditor. if in any instance the transaction or matter would affect the
person defined in paragraph (b)( I) in a manner distinct from the manner in which it would affect the public
generally. Any person included in the term defined in paragraph (b)( I) who has any of the speCified relationships
or who would or might, directly or indirectly. realize a profit by the action of the city commission shall not vote on
or participate in any way in the matter.
(E) Gifts.
(I )Deftnition. The term "gift" shall refer to the transfer of anything of economic value, whether in the form of
money, service, loan. travel. entertainment. hospitality, item or promise, or in any other form. without
adequate and lawful consideration.
(2)Exceptions. The provisions of paragraph (e)( I) shall not apply to:
a. Political contributions specifically authorized by state law;
Note # I: While the ethics code still applies, if the person executing this form is doing so on behalf of a firm with more than
15 employees, the statement in this section shall be based solely on the signatory's personal knowledge and he/she is not
required to make an independent investigation as to the relationship of employeesj if the firm is a publicly traded company.
the statement in this section shall be based solely on the signatory's personal knowledge and he/she is not required to make
an Independent investigation as to the relationship of employees or of those who have a financial interest in the Firm or of
the financial interest in the Firm of city employees, appointed officials or the immediate family members of elected and/or
appointed official or employee or as to the relationship by blood or marriage of employees, officers. or directors of the Firm,
or of any of their immediate family to any appointed or elected officials of the City, or to their immediate family members.
b. Gifts from relatives or members of one's household, unless the person is a conduit on behalf of a third party to
the delivery of a gift that is prohibited under paragraph(3);
c. Awards for professional or civic achievement;
d. Material such as books, reports, periodicals or pamphlets which are solely informational or of an advertising
nature.
(3) Prohibitions. A person described in paragraphs (b)(I) through (6) shall neither solicit nor demand any gift. It is
also unlawful for any person or entity to offer, give or agree to give to any person included in the terms defined in
paragraphs (b)(l) through (6), or for any person included in the terms defined in paragraphs (b)(I) through (6) to
accept or agree to accept from another person or entity, any gift for or because of:
a. An official public action taken, or to be taken, or which could be taken, or an omission or failure to take a public
action;
b. A legal duty performed or to be performed, or which could be performed. or an omission or failure to perform
a legal duty;
c. A legal duty violated or to be violated. or which could be violated by any person included in the term defined in
paragraph (b)( I); or
d. Attendance or absence from a public meeting at which official action is to be taken.
(4) Disdosure. Any person included in the term defined in paragraphs (b)( I) through (6) shall disclose any gift. or
series of gifts from anyone person or entity, having a value in excess of $25.00. The disclosure shall be made by
filing a copy of the disclosure form required by chapter 112. Florida Statutes, for "local
officers" with the city clerk simultaneously with the filing of the form with the clerk of the county and with the
Florida Secretary of State.
(I) Compulsory disclosure by employees of firms doing business with the city.
Should any person included in the terms defined in paragraphs (b)( I) through (6) be employed by a corporation,
firm. partnership or business entity in which that person or the immediate family does not have a controlling
financial interest, and should the corporation. firm, partnership or business entity have substantial business
commitments to or from the city or any city agency, or be subject to direct regulation by the city or a city agency.
then the person shall file a sworn statement disclosing such employment and interest with the clerk of the city.
(g) Exploitation of official position prohibited.
No person included in the terms defined in paragraphs (b )( I) through (6) shall corruptly use or attempt to use an
official position to secure special privileges or exemptions for that person or others.
(h) Prohibition on use of confidential information.
No person included in the terms defined in paragraphs (b)( I) through (6) shall accept employment or engage in
any business or professional activity which one might
reasonably expect would require or induce one to disclose confidential information acquired by reason of an
official position. nor shall that person in fact ever disclose confidential information garnered or gained through an
official position with the city. nor shall that person ever use such information, directly or indirectly. for personal
gain or benefit.
(i) Conflicting employment prohibited.
No person included in the terms defined in paragraphs (b)(I) through (6) shall accept other employment which
would impair independence of judgment in the performance of any public duties.
(j) Prohibition on outside employment.
(I) No person included in the terms defined in paragraphs (b)(6) shall receive any compensation for services as an
officer or employee of the city from any source other than the city. except as may be permitted as follows:
a. Generally prohibited. No full-time city employee shall accept outside employment. either incidental. occasional or
othetwise. where city time. equipment or material is to be used or where such employment or any part thereof is
to be performed on city time.
Note # I: While the ethics code still applies. if the person executing this form is doing so on behalf of a firm with more than
I S employees. the statement in this section shall be based solely on the signatory's personal knowledge and he/she is not
required to make an Independent investigation as to the relationship of employees; if the firm is a publicly traded company.
the statement in this section shall be based solely on the signatory's personal knowledge and he/she is not required to make
an Independent investigation as to the relationship of employees or of those who have a financial interest in the Firm or of
the financial interest in the Firm of city employees, appointed officials or the immediate family members of elected andlor
appointed official or employee or as to the relationship by blood or marriage of employees, officers, or directors of the Firm.
or of any of their immediate family to any appointed or elected officials of the City. or to their immediate family members.
b. When permitted. A full-time city employee may accept incidental or occasional outside employment so long as
such employment is not contrary, detrimental or adverse to the interest of the city or any of its departments and
the approval required in subparagraph c. is obtained.
c. Approval of department head required. Any outside employment by any full-time city employee must first be
approved in writing by the employee's department head who shall maintain a complete record of such
employment.
d. Penalty. Any person convicted of violating any provision of this subsection shall be punished as provided in
section I-II of the Code of Miami-Dade County and. in addition shall be subject to dismissal by the appOinting
authority. The city may also assess against a violator a fine not to exceed $500.00 and the costs of investigation
incurred by the city.
(2) All full-time city employees engaged in any outside employment for any person. firm, corporation or entity
other than the city, or any of its agencies or instrumentalities, shall file, under oath, an annual report indicating the
source of the outside employment, the nature of the work being done and any amount of money or other
consideration received by the employee from the outside employment. City employee reports shall be filed with
the city clerk. The reports shall be available at a reasonable time and place for inspection by the public. The city
manager may require monthly reports from individual employees or groups of employees for good cause ..
(k) Prohibited investments.
No person included in the terms defined in paragraphs (b)(l) through (6) or a member of the immediate family
shall have personal investments in any enterprise which will create a substantial conflict between private interests
and the public interest.
(I> Certain af>1>earances and payment prohibited.
(I) No person included in the terms defined in paragraphs (b)( I). (5) and (6) shall appear before any city board or
agency and make a presentation on behalf of a third person with respect to any matter, license. contract,
certificate. ruling. decision, opinion. rate schedule, franchise. or other benefit sought by the third person. Nor shall
the person receive any compensation or gift, directly or indirectly. for services rendered to a third person. who
has applied for or is seeking some benefit from the city or a city agency, in connection with the particular benefit
sought by the third person. Nor shall the person appear in any court or before any administrative tribunal as
counselor legal advisor to a party who seeks legal relief from the city or a city agency through the suit in question.
(2) No person included in the terms defined in paragraphs (b)(2). (3) and (4) shall appear before the city
commission or agency on which the person serves, either directly or through an associate, and make a
presentation on behalf of a third person with respect to any matter, license. contract, certificate. ruling, decision,
opinion, rate schedule. franchise. or other benefit sought by the third person. Nor shall such person receive any
compensation or gift, directly or indirectly, for services rendered to a third party who has applied for or is seeking
some benefit from the city commission or agency on which the person serves in connection with the particular
benefit sought by the third party. Nor shall the person appear in any court or before any administrative tribunal as
counselor legal advisor to a third party who seeks legal relief from the city commission or agency on which such
person serves through the suit in question.
(m) Actions prohibited when financial interests involved.
No person included in the terms defined in paragraphs (b) (I) through (6) shall participate in any official action
directly or indirectly affecting a business in which that person or any member of the immediate family has a
financial interest. A financial interest is defined in this subsection to include, but not be limited to, any direct or
indirect interest in any investment. eqUity, or debt.
(n) Acquiring financial interests.
No person included in the terms defined in paragraphs (b)(I) through (6) shall acquire a financial interest in a
project, business entity or property at a time when the person believes or has reason to believe that the financial
interest may be directly affected by official actions or by official actions by the city or city agency of which the
person is an official, officer or employee.
(0) Recommending professional services.
Note # I: While the ethics code still applies, if the person executing this form is doing so on behalf of a firm with more than
IS employees, the statement in this section shall be based solely on the signatory's personal knowledge and he/she is not
required to make an Independent investigation as to the relationship of employees; if the firm is a publicly traded company,
the statement in this section shall be based solely on the signatory's personal knowledge and he/she is not required to make
an independent investigation as to the relationship of employees or of those who have a financial interest in the Firm or of
the financial interest in the Firm of city employees, appointed officials or the immediate family members of elected and/or
appointed official or employee or as to the relationship by blood or marriage of employees, officers, or directors of the Firm.
or of any of their immediate family to any appointed or elected officials of the City, or to their immediate family members.
No person included in the terms defined in paragraphs (b)( I) through (4) may recommend the services of any
lawyer or law firm. architect or architectural firm. public relations firm. or any other person or firm. professional
or otherwise. to assist in any transaction involving the city or any of its agencies. provided that a recommendation
may properly be made when required to be made by the duties of
office and in advance at a public meeting attended by other city officials. officers or employees.
(p) Continuing application after city service.
(I) No person included in the terms defined in paragraphs (b)( I). (5) and (6) shall, for a period of two years after
his or her city service or employment has ceased. lobby any city official [as defined in paragraphs
(b)( I) through (6)] in connection with any judicial or other proceeding. application. RFP, RFQ. bid. request for
ruling or other determination. contract. claim. controversy. charge. accusation. arrest or other particular subject
matter in which the city or one of its agencies is a party or has any interest whatever, whether direct or indirect.
Nothing contained in this subsection shall prohibit any individual from submitting a routine administrative request
or application to a city department or agency during the two-year period after his or her service has ceased.
(2) The provisions of the subsection shall not apply to persons who become employed by governmental entities.
50 I (c)(3) non-profit entities or educational institutions or entities. and who lobby on behalf of those entities in
their official capacities.
(l) The provisions of this subsection shall apply to all persons described in paragraph (p)( I ) whose city service or
employment ceased after the effective date of the ordinance from which this section derives.
(4) No person described in paragraph (p)( I) whose city service or employment ceased within two years prior to
the effective date of this ordinance shall for a period of two years after his or her service or employment enter
into a lobbying contract to lobby any city official in connection with any subject described in paragraph (p)(l) in
which the city or one of its agencies is a party or has any direct and substantial interest; and in which he or she
participated directly or indirectly through decision. approval. disapproval. recommendation. the rendering of
adVice. investigation. or otherwise. during his or her city service or employment. A person participated "directly"
where he or she was substantially involved in the particular subject matter through decision. approval. disapproval.
recommendation. the rendering of adVice. investigation. or otherwise. during his or her city service or
employment. A person participated "indirectly" where he or she knOWingly participated in any way in the particular
subject matter through decision. approval. disapproval. recommendation. the rendering of advice, investigation. or
otherwise, during his or her city service or employment. All persons covered by this paragraph shall execute an
affidavit on a form approved by the city attorney prior to lobbying any city official attesting that the
requirements of this subsection do not preclude the person from lobbying city officials.
(5) Any person who violates this subsection shall be subject to the penalties provided in section 8A-2(p).
(q) City attorney to render opinions on request.
Whenever any person included in the terms defined in paragraphs (b)( I) through (6) and paragraph (b)(9) is in
doubt as to the proper interpretation or application of this conflict of interest and code of ethics ordinance. or
whenever any person who renders services to the city is in doubt as to the applicability of the ordinance that
person, may submit to the city attorney a full written statement of the facts and questions. The city attorney shall
then render an opinion to such person and shall publish these opinions without use of the name of the person
advised unless the person permits the use of a name.
(Ord. No, 6-99-1680, § 2. 3-2-99)
Editor's note-Ord. No. 6-99-1680. § I, adopted 3-2-99. repealed §§ SA-I and SA-2 in their entirety and replaced
them with new §§
SA-I and SA-2. Former §§ SA-I and 8A-2 pertained to declaration of policy and definitions. respectively. and
derived from Ord. No. 634. §§ I (I A-I). I (I A-2) adopted Jan ... 11. 1969.
Note # I: While the ethics code still applies, if the person executing this form is doing so on behalf of a firm with more than
15 employees, the statement in this section shall be based solely on the signatory's personal knowledge and he/she is not
required to make an independent investigation as to the relationship of employees; if the firm is a publicly traded company,
the statement in this section shall be based solely on the signatory's personal knowledge and he/she is not required to make
an independent investigation as to the relationship of employees or of those who have a financial interest in the Firm or of
the financial interest in the Firm of city employees. appointed officials or the immediate family members of elected and/or
appointed official or employee or as to the relationship by blood or marriage of employees, officers, or directors of the Firm,
or of any of their immediate family to any appointed or elected officials of the City. or to their immediate family members.
MIAMI DAILY BUSINESS REVIEW
Published Daily except Saturday, Sunday and
Legal Holidays
Miami, Miami-Dade County, Florida
STATE OF FLORIDA
COUNTY OF MIAMI-DADE:
Before the undersigned authority personally appeared
M_ ZALDIVAR, who on oath says that he or she is the
LEGAL CLERK, Legal Notices of the Miami Daily Business
Review flk/a Miami Review, a daily (except Saturday, Sunday
and Legal Holidays) newspaper, published at Miami in Miami-Dade
County, Florida; that the attached copy of advertisement,
being a Legal Advertisement of Notice in the matter of
CITY OF SOUTH MIAMI
PUBLIC HEARING -JUNE 3, 2014
in the XXX X Court,
was published in said newspaper in the issues of
05/23/2014
Affiant further says that the said Miami Daily Business
Review is a newspaper published at Miami in said Miami-Dade
County, Florida and that the said newspaper has
heretofore been continuously published in said Miami-Dade County,
Florida, each day (except Saturday, Sunday and Legal Holidays)
and has been entered as second class mail matter at the post
office in Miami in said Miami-Dade County, Florida, for a
period of one year next preceding the first publication of the
attached copy of advertisement; and affiant further says that he or
she has neither paid nor promised any person, firm or corporation
any discount, rebate, commission or refund for the purpose
of securing this advertis t for publication in the said
newspaper.
(SEAL)
M_ ZALDIVAR personally known to me
"II"'", 8. THOMAS
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.! . § My Comm. Expires NoV 2. 2017
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