Title
Recreation Management Software Application Upgrades (Ordinance S-47497)
Description
Request to authorize the City Manager, or his designee, to authorize the City Controller to disburse all funds related to critical online improvements to the Parks and Recreation Department's current recreation management software application used by the City. The total payment authority requested is $24,000, to be paid in two phases.
Report
Summary
The Parks and Recreation Department utilizes ActiveNet, the recreation management software application for facility rentals, activity registration, membership management, league management, point of sale, reports and credit card processing. The provider is Active Network.
Currently, if members of the public desire to make reservations for sports fields, courts, classrooms, certain ramadas and other permits, they must contact staff during business hours and/or visit a physical location, such as a division office or recreation center. During the COVID-19 pandemic, recreation centers have been closed, making it more difficult for the public to make reservations.
In order to respond appropriately to the changing environment the pandemic has presented, and to provide a higher level of service to the community, staff was approved to work with Active Network to begin the software reconfiguration necessary to provide the public with the ability to make reservations online. The ActiveNet system already allows for the ability to pay for classes and beer permits online; therefore, the Active Network Remote Refresher and System Optimization software will further enhance online offerings, making additional reservations/permits available to the public online.
Because the existing contract with Active Network, Agreement 148327, is revenue-based, a payment authority was not previously requested; therefore, at present there is not a payment mechanism for the software reconfiguration services.
Contract Term
Agreement 148327 was entered into in 2018, for a term of five years with an option to extend for another five-year period, making Active Network a sole-source provider of the proprietary functions being provided.
Financial Impact
The total payments to Active Network pursuant to this project will not exceed $24,000. Funds are available in the Parks and Recreation Department's budget.
Emergency Clause
Active Network agreed to begin providing the software reconfiguration services described herein, which are time sensitive due to the ongoing COVID-19 pandemic. The requested emergency clause is needed to pay Active Network prior to the typical 30-day period required for the ordinances to go into effect.
Department
Responsible Department
This item is submitted by Deputy City Manager Inger Erickson and the Parks and Recreation Department.