COUNCIL COMMUNICATION
TO: Honorable Mayor and Council
FROM: Gabby Vera, Parks and Recreation Director
SUBJECT:Title
Action: Product and Services Agreement for Parks and Recreation Software with Active Network, LLC (Gabby Vera)
Body
FUNDING SOURCE:
General Fund
PURPOSE:
To consider approval of a Product and Services Agreement with Active Network, LLC (Contract #500769) for a new Parks and Recreation software system, in accordance with City Code § 3.10.010.3(A)(16).
BACKGROUND:
For the past 10 (ten) years, the Parks and Recreation Department has utilized the same system for its day-to-day operations. The system has proven ineffective and is not user-friendly for either City employees or citizens. There is tremendous overhead in maintaining the system and setting up programs. Parks and Recreation is looking for ways to be more effective and efficient. Replacing the aging system will improve processes and provide a better experience for its customers.
The system will be licensed for a 5-year term at a total cost of $114,996.16. The service agreement includes an indemnification clause.
COMMUNITY IMPACT:
The Parks and Recreation system plays a vital role in how the City interacts with the community. Citizens use the system to sign up for programs online, reserve facilities, or pay for a program when they come into the aquatics center. The system is used for nearly every aspect of Parks and Recreation's operations. The new system will provide a better online and in-person experience for the community.
FISCAL IMPACT:
Funds in the amount of $43,527.48 are available in Year 1, Fiscal Year (FY) 2025-26 budget, for the purchase, implementation and support of a new Parks and Recreation software, not including applicable taxes. The cost for the 5-year term is $114,996.16, which includes an anticipated 2% annual increase, not including applicable taxes. Years two through five will be included in the future respective General Fund operating budget.
Year 1 is $43,527.48 plus applicable tax
Year 2 is $17,340 plus applicable tax
Year 3 is $17,686.80 plus applicable tax
Year 4 is $18,040.54 plus applicable tax
Year 5 is $18,401.34 plus applicable tax
ATTACHMENTS:
Product and Services Agreement with Active Network, LLC
SUGGESTED MOTION:Recommended ACtion
I move to approve the 5-year Product and Services Agreement with Active Network, LLC, in the amount of $114,996.16 plus applicable taxes.