PRCA-250045_IT_Questionnaire_Rec_Mgmt_Software_ITN_FY25.pdf

This document is a Service Risk Assessment for the City of Gainesville and GRU (Gainesville Regional Utilities), focusing on a Recreation Software Management solution. The assessment is part of a procurement process for a new recreation management software system, which is currently under an outdated funding structure and being reviewed for potential replacement. The document indicates that the current system has been in use for several years, and per auditor recommendations, the city is seeking new terms for system payment or potentially a completely new system. The procurement process requires the vendor to complete a detailed risk assessment questionnaire covering various aspects of potential service delivery.

The risk assessment reveals a "High" overall service risk rating, primarily due to potential impacts on financial reporting, data access, and personal information management. Key risk areas include the potential for significant revenue loss in case of service outages, high-risk data exchange that could directly impact financial reporting, and vendor access to sensitive personal and internal information. The vendor will be required to provide hardware, software, or equipment within the city's production network, and the due diligence requirements include generating a Security Assessment Questionnaire, reviewing vendor information security certifications, conducting technical assessments, and potentially performing data breach searches. The procurement process aims to find a solution that can manage various departmental activities like reservations, rentals, registrations, donations, volunteer management, and memberships.