Agenda Item Wording:
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Award Convention Center booking software contract - Authorize the City Manager to award a three-year contract to Momentus Technologies for the replacement of the Convention Center booking software for the total not-to-exceed amount of $113,106 over three years, and to appropriate an additional $49,800 to the approved capital equipment replacement project
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Agenda Date: 06/15/26
Submitting Department: Administration - Convention Center Division
Prepared by:
Samantha Mathias, Convention Center Manager, Samantha.Mathias@visalia.gov, 713-4004; John Lollis, Assistant City Manager, John.Lollis@visalia.gov, 713-4323
Department Recommendation:
Authorize the City Manager to award a three-year contract to Momentus Technologies LLC for the replacement of the Convention Center booking software for the total amount not-to-exceed $113,106, and to appropriate an additional $49,800 to the approved capital equipment replacement project (EQ0129). The additional appropriation includes $5,000 for tablets to manage the events plus $15,000 for data conversion and additional reports if needed.
Summary:
The current booking software is over twenty (20) years old and periodically stops functioning requiring Finance-IS Division assistance and which causes disruptions to operations and the client during an event. It is also no longer supported by the vendor. The new software will provide upgraded technology allowing for improved overall efficiency for operations, inventory control and client relationship management from proposal to signed contract.
Background Discussion:
A Request for Proposals (RFP) was initiated in March 2026 for a new Convention Center booking software resulting in the selection of Momentus Technologies, LLC. There is an approved capital replacement project (EQ0129) of $21,200 to replace the current software. The new system will allow staff to utilize the software remotely in all areas of the Convention Center during events. This feature will require an appropriation of $5,000 for the required tablets.
The initial contract cost plus the annual recurring software and services each year over the three-year contract is itemized below:
Year 1: $50,973 (includes the approved $21,200 of EQ0129)
Year 2: $30,532 added to the operations budget
Year 3: $31,601 will be added to the operations budget
Total Contract Amount: $113,106
A copy of the master agreement and the order form are still in development, but the software is needed to move forward so staff is asking that the City Manager have the authority to award the contract should agreement be reached on the pending issues.
Fiscal Impact:
The initial contract cost plus the annual recurring software and services each year over the three-year contract is itemized below:
Year 1 (FY 26/27): $50,973 (this includes the approved $21,200 EQ0129)
Year 2 (FY 27/28): $30,532 (included in the operations budget)
Year 3 (FY 28/29): $31,601 (will be included in the operations budget)
Total Contract Amount: $113,106
This contract will be funded through the CIP allotment, and through transferring the appropriate services and software budget funds from the operating budget to the CIP budget for the first year. Future years will be covered through the Convention Center’s operational budget.
This request also includes appropriation of $29,800 for the software replacement plus $5,000 for equipment (tablets for staff during the event) plus $15,000 for data migration and custom reports if needed. The additional appropriation for this project is $49,800.
Prior Council Action: N/A
Alternatives: The City Council could not authorize the contract and again conduct a new RFP process.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to award a three-year contract to Momentus Technologies, LLC for the replacement of the Convention Center booking software for the total amount of $113,106, and to appropriate an additional $49,800 to the approved capital equipment replacement project.
Environmental Assessment Status: N/A
CEQA Review: N/A
Deadline for Action: N/A
Attachments: Momentus Technologies Draft Master Agreement
Strategic Goal: Indicates which City Strategic Goal(s) this item supports. Check all that apply.
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