PRCA-250045_IT_Questionnaire_Rec_Mgmt_Software_ITN_FY25.pdf

This document is a Service Risk Assessment for the City of Gainesville's Parks, Recreation and Cultural Affairs (PRCA) department, focusing on a Recreation Management Software solution. The assessment is part of the procurement process for a new software system that will manage department activities including reservations, rentals, registrations, donations, volunteer management, memberships, and other recreation-related functions. The current system is part of an outdated funding structure, and the department is seeking a new solution through a competitive bidding process. The risk assessment questionnaire evaluates potential vendors across various risk categories, including financial impact, service disruption, data exchange, compliance support, and information system access.

The Service Risk Assessment results indicate a "High" service risk level, which triggers more extensive due diligence requirements. These include generating a comprehensive Security Assessment questionnaire, requesting and reviewing vendor information security certifications, conducting technical assessments and data breach searches, and potentially requesting vulnerability/penetration test results. The procurement is mandated to put the solution out to bid, with the goal of finding a system that not only manages departmental activities but also provides the ability to process payments for these services. The current contract is in an annual autorenewed status and is being reviewed as part of the FY25 budget and procurement cycle.