2025-462-E-DEAPR-Recreation Factory Partners-portsplex Management Agreement

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RFP has a proven track record of having delivered on the existing Management Agreement with Orange County for the past 20 years. It has done so by creating an organization structure of qualified, experienced department heads for each of the functional business segments of the Sportsplex: Ice Rink; Aquatics; Wellness & Memberships; Kidsplex ( preschool, afterschool and camps); Field House (courts and turf); Accounting & Financial; Concession & Birthday Parties; Customer Services. While there is an overriding Staff Handbook and Operating Procedure each Department has its own processes to deliver the unique elements of their programming. We believe that critical to running a controlled, effective business is Visibility, Transparency, Control, Analytics, and History. On a granular level: Revenue: • Billings done through our DaySmart scheduling, billing, and monitoring software with detailed tracking and reporting by detailed chart of accounts. • Revenues are tracked by Department, Category/Program/Class, Customer, Invoice, Employee. • All information reviewed and analyzed against historical, budget and trends. • Additional reports available for all customers, member retention and contact info for marketing. • Billings uploaded to our comprehensive financial reporting system. Expenses: • All expenditures are controlled through a voucher system. Each expense request must be submitted through a voucher supported by vendor receipts and two -level approval. • The accountant then processes vouchers for payment requiring two check signatures. • Checks with vouchers attached are maintained in sequential order waiting for review and approval by County Finance and only then released. • The voucher total is then submitted to County Finance for approval of funds to be transferred from the Sportsplex Depository Account to the Sportsplex Disbursement account and the checks are released. • All checks and supporting documents are filed numerically for reference and auditor review. Payroll: • Payroll expenses are similarly controlled. • All shifts are scheduled; staff must clock in for their assigned shifts. • All actual hours are compared to shift schedules and approved by the Dept. Heads before being released into accounting. • Two level approval is required for all new additions to the payroll. • By-weekly payroll report detail is approved by the Manager and Recreation Factory Partners. • Detailed payroll journal available for County Finance approval prior to the release of funds. • Payroll tracked and administered through account with PrimePay, LLC. Marketing and Community Engagement: • DaySmart Scheduling, Registration, and Point of Sale software. • Constant Contact within DaySmart software allows for blast and targeted email campaigns. This includes over 20,000 unique customer emails compiled through actual use of the Orange County Sportsplex. • Stats and standings for leagues tracked and published through DaySmart software. Docusign Envelope ID: 177AA06A-30B4-42FF-A85A-78B5A7C51DBE