Staff recommends that the City Council adopt a resolution to approve a contract purchase agreement (3003426) for Child Care Software with Procare Software LLC dba Procare Solutions and authorize the City Manager to execute the agreement.  Additionally, staff requests that the City Council authorize the City Manager to execute two (2) additional two (2) year renewals without further City Council approval, provided that the applicable budget is approved by the City Council each year, or until City staff determines that continuing with the same vendor is not in the City’s best interest.

In 2022, the Parks, Recreation & Libraries (PRL) Department issued a request for proposals (RFP) for child care software to manage Adventure Club and Preschool registrations, tuition, and student schedules/records. The City currently uses DayCare Works software provided by Procare Solutions. After extensive research, evaluation and vendor demonstrations, staff recommends the contract be awarded to Procare Software LLC dba Procare Solutions based on their ability to continue to meet the current and future needs of PRL. The initial agreement resulting from the RFP will be through August 2025. The City reserves the right to renew the contract for two (2) additional two (2) year renewals in it's sole discretion.

Annual subscription fees are priced at $28,776 based on a monthly rate of $109 per each of the 22 childcare program locations.  In addition to the annual subscription fee, credit card processing fees estimated at $70,000 annually through Procare’s Tuition Express are included in this agreement.  The total contract amount shall not exceed $200,000 to include the subscription fees and estimated credit card transaction fees through August 2025.  Funded by the Youth Development Fund, the funding for year one of the contract is included in the approved FY2023-24 budget and funding for future year renewal agreements will be requested through the annual budget process. 

The California Environmental Quality Act (CEQA) does not apply to activities that will not result in a direct or reasonably foreseeable indirect physical change in the environment, or is otherwise not considered a project as defined by CEQA Statute 21065 and CEQA State Guidelines 15060(c)(3) and 15378. Approval of a contract purchase agreement for child care software meets the above criteria and is not subject to CEQA. No additional environmental review is required.

Goal C - Maintain a Safe and Healthy Community

Goal E - Deliver Exceptional Experiences 

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Dominick Casey, City Manager