Title
Recreation Management Software Application Upgrades (Ordinance S-49023)
Description
Request to authorize the City Manager, or his designee, to amend Contract 148327 with Active Network, LLC, to include enhancements to the Parks and Recreation Department’s recreation management software. Further request to authorize the City Controller to disburse all funds related to this item. The aggregate value will not exceed $106,400.
Report
Summary
The Parks and Recreation Department currently utilizes the recreation management software application for facility rentals, activity registration, membership management, league management, point of sale, reports and credit card processing. Active Network is offering a new feature, ActiveNet Hub, that will allow the department to produce enhanced statistical reports and include the ability to display metrics graphically to analyze trends. The department will also engage Active Network to document the system's key software configuration settings, which will streamline the ability to optimize additional features as the system continues to grow.
Because the existing contract with Active Network is revenue-based, a payment authority does not currently exist for this contract in order to purchase the software enhancements.
This item has been reviewed and approved by the Information Technology Services Department.
Contract Term
The contract term remains unchanged and expires Aug. 31, 2028, making Active Network a sole-source provider of the proprietary functions being provided.
Financial Impact
Initial expenditures will be $31,400; thereafter, annual costs will be $15,000 until the contract expires in 2028. The aggregate value will not exceed $106,400. Funds are available in the Parks and Recreation Department's budget.
Concurrence/Previous Council Action
City Council authorized Contract 148327 at its Oct. 16, 2019 Formal meeting.
Department
Responsible Department
This item is submitted by Deputy City Manager Inger Erickson and the Parks and Recreation Department.