Title
Recreation Management Equipment Upgrades - Amendment (Ordinance S-53048) - Citywide
Description
Request to authorize the City Manager, or his designee, to amend Contract 148327 with Active Network, LLC to include equipment upgrades to the Parks and Recreation Department’s recreation management software. Further request the City Council to amend Ordinance S-49023 to reflect authorization of expenditures of $15,000 per year beginning September 21, 2022. Further request to authorize the City Controller to disburse all funds related to this item. The additional funding will not exceed $150,000.
Report
Summary
The Parks and Recreation Department currently utilizes the ActiveNet recreation management software application for facility rentals, activity registration, membership management, league management, point of sale, reports and credit card processing.
The credit card readers for the software application recently became technologically outdated and did not meet current payment card standards for tap, insert, and swipe functionality and posed compliance and security risks. Further, the credit card readers were no longer supported by Active Network, LLC, the authorized merchant services provider. Due to the proprietary system integration and security controls, the only devices identified to be compatible and eligible for purchase were from Active Network, LLC; however, since the existing contract with Active Network, LLC is revenue-based, payment authority is needed for the purchase.
Additionally, the City Council report for item 55 of the September 21, 2022, City Council Formal Meeting included authorization for aggregate expenditures of the contract not to exceed $106,400, including an initial expenditure of $31,400 and annual expenditures of $15,000 thereafter until the expiration of the contract. Due to a clerical error, Ordinance S-49023 reflected only authorization for the initial expenditure which did not align with the City Council report, so an amendment to the ordinance is needed.
This item has been reviewed and approved by the Information Technology Services Department.
Contract Term
The contract term remains unchanged and expires August 31, 2028.
Financial Impact
The aggregate value of the contract will not exceed $256,400. Funds are available in the Parks and Recreation Department's budget.
Concurrence/Previous Council Action
The City Council previously reviewed this request:
- City Council approved Recreation Management Software Contract 148327 with Active Network, LLC on October 16, 2019.
- City Council approved one-time emergency online system improvements (Ordinance S-47497) on April 21, 2021.
- City Council approved ongoing enhanced software features not to exceed $106,400 (Ordinance S-49023) on September 21, 2022.
Department
Responsible Department
This item is submitted by Deputy City Manager Cynthia Aguilar and the Parks and Recreation Department.