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TO: Mayor Richard C. Irvin
FROM: Jeff Schmidt, Golf Operations Manager
Giovanni Santana, Superintendent of Parks and Recreation
Jeff Anderson, Deputy CIO
DATE: February 23, 2023
SUBJECT:
A resolution authorizing the Director of Purchasing to enter into a 38-month agreement with 5 optional 1-year renewals for golf course management software from GolfNow, LLC of Orlando, FL for a maximum exchange of three tee times per day.
PURPOSE:
City staff pursued qualified vendors who were capable to provide a web-based, tee time reservation system with remote access capabilities, remote sales capabilities, customer support, and training for Phillips Park Golf Course (PPGC) to drive revenue growth and enhance golfer experience.
BACKGROUND:
The COVID-19 pandemic forced the golf industry to incorporate remote administrative processes, including payment processing during online tee time reservation. The acquisition of a comprehensive golf course management software solution will ensure that Phillips Park Golf Course is prepared to mitigate any potential future disruptions in golf services.
Staff desired to extend cashless payment options throughout the golf course property as well as improve the online tee time reservation process.
DISCUSSION:
Process Overview:
-- Marketplace.city created a Market Landscape with 52+ companies
-- Marketplace.city Created an Opportunity and Scope document crafting the desired solution for the Golf Course with input from Golf staff, Finance, and IT.
-- Based on the market landscape and City Stakeholder review, publicly posted, and distributed the Opportunity and Scope Document for vendors to complete to be included in the reporting and selection process.
-- The opportunity was posted and distributed on 2/22/22 and closed 3/9/22.
-- The City received 6 responses completed by the deadline.
After reviewing proposals, Aurora stakeholders from Golf staff, Finance and IT met with a subset of these respondents to get a better sense of their solution capabilities.
Stakeholders submitted final scoring resulting in the recommended vendor - Golf Now, LLC (Golf Now).
Decision Factors:
-- Robust Solution: The Point of Sale system provides a wide variety of services compared to other considered solutions. GolfNow One includes the ability to track inventory in real-time, generate detailed reports, and provides integrated high-speed credit card processing. Additionally, the G1 solution distinguishes itself with a 24-Hour reservation center, which came at a steep cost with alternative solutions.
-- GolfNow Ecosystem: Acquiring this solution places Phillips Park within the GolfNow One ecosystem, an industry-leading solution currently installed at over 1,100 golf courses. When a golfer is looking for available tee times in the region through GolfNow, they will be presented with matching Phillips Park availability, even if they were not originally looking at that particular location. This helps golfers get a comprehensive availability picture in their area and will help bring new players to Phillips Park Golf Course.
-- CentralSquare Integration: All lead solutions required some customization to feed data into Aurora’s CentralSquare NaviLine system. Per the opinion of IT project leaders, GolfNow does not require excess customization beyond what was necessary for runner-up foreUP Golf.
-- Unlike conventional software purchases, GolfNow One will manage the booking and payment ecosystem for Phillips Park and receive compensation through percentages of various purchase types.
-- Ongoing payment to Golf Now, LLC is completed through a unique barter system that allows Golf Now to collect greens fees for payment of up to three (3) tee times per day according to the Trade Time schedule in the attached agreement. Golf Now will advertise PPGC via Internet search to allow players to reserve any tee time on the PPGC schedule.
-- In addition to reserving tee times online, golfers can download the free Golf Now mobile application to pay for tee times as well as food and merchandise once they arrive at PPGC. This SmartPlay function is denoted in the attached agreement. Convenience fees listed are paid by the golfer at the time of purchase. The PPGC staff has full control over what food and merchandise is available for purchase under the SmartPlay function.
-- Credit card fees listed in the attached agreement are paid by the golfer at time of purchase.
Funds for this service in are available in account 550-4442-451.45-87 for this expenditure.
IMPACT STATEMENT:
Purchasing this agreement will enhance the golf experience at PPGC, provide PPGC staff with improved control over golf management and decrease number of unutilized tee times. No adverse impacts are anticipated.
RECOMMENDATIONS:
Request the Director of Purchasing be authorized to enter into a 38-month agreement for golf course management software from GolfNow, LLC of Orlando, FL for a maximum exchange of three tee times per day.
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the Director of Purchasing to enter into a 38-month agreement with 5 optional 1-year renewals for golf course management software from GolfNow, LLC of Orlando, FL for a maximum exchange of three tee times per day.
body
WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the COVID-19 pandemic forced the golf industry to incorporate remote administrative processes, including payment processing during online tee time reservation; and
WHEREAS, the acquisition of a comprehensive golf course management software solution will ensure that Phillips Park Golf Course is prepared to mitigate any potential future disruptions in golf services; and
WHEREAS, the proposed services have been publicly advertised and requested in conformance with City Procedures; and
WHEREAS, staff desired to extend cashless payment options throughout the golf course property as well as improve the online tee time reservation process; and
WHEREAS, funds for this expenditure and are available in account 550-4442-451.45-87; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: authorizes the Director of Purchasing to enter into a 38-month agreement with 5 optional 1-year renewals for golf course management software from GolfNow, LLC of Orlando, FL for a maximum exchange of three tee times per day.