Title
Recommendation to Rescind Bid Award to Cirilian, Inc. and Approve Contract with Active Network, LLC for Recreation Management System for Parks and Recreation Department
Description
Request to authorize the City Manager, or his designee, to rescind the bid award RFP PKS16-10116(SS) to Cirilian, Inc. dba Rec1; and approve a contract with Active Network, LLC, to provide technology products and services for a parks and recreation management system for the Parks and Recreation Department. There is no General Fund expenditure, as the software operates on a transaction fee model.
Report
Summary
The City Council awarded RFP PKS16-10116(SS) to Cirilian, Inc. dba Rec1 (Rec1) on March 1, 2017, for the purpose of providing recreation management software that would allow the public to register for programs, reserve facilities and manage user memberships.
Between April and June 2017, staff engaged in discussions with Rec1 to gain a full understanding of their system’s functionality and to negotiate and structure the contract scope of work and deliverables. After four months of discussions, the parties determined Rec1 could not meet the City’s technical and business needs. On July 10, 2017, Rec1 sent a letter to the City withdrawing from the process.
In August 2017, a letter was sent to the second highest bidder, USeDirect, requesting a revised cost proposal. Over the ensuing two months during meetings and communication with USeDirect, it was determined the USeDirect system, as proposed, could not meet the City’s business needs.
In November 2017, discussions commenced with the third highest bidder: Active Network, LLC.
In August 2018, the City executed a Technology Products and Services Agreement with Active Network, LLC, to provide the recreation management system.
Procurement Information
RFP PKS16-10116(SS) was conducted in accordance with Administrative Regulation 3.10 requirements. However, because of the difficulties in obtaining the services that would comply with the City’s needs from the responsive bidders, the original award was never rescinded by the City Council; nor was the eventual successful bidder formally awarded the contract by the City Council.
Contract Term
The contract term is for five years, retroactively effective on Aug. 21, 2018, with a five-year renewal option.
Financial Impact
There is no General Fund expenditure, as the software operates on a transaction fee model. The cost to operate the system is paid for by the transaction fees generated from activities, program registration, field allocations, point of sale and facility rentals.
Department
Responsible Department
This item is submitted by Acting Deputy City Manager Toni Maccarone and the Parks and Recreation Department.