200 S. Anaheim Blvd.
Suite #433
Anaheim, CA 92805
Tel: (714) 765-5160
Fax: (714) 765-4454
www.anaheim.net
CITY COUNCIL AGENDA REPORT
City of Anaheim
COMMUNITY SERVICES DEPARTMENT
DATE: AUGUST 29, 2023
FROM: COMMUNITY SERVICES DEPARTMENT
SUBJECT: FIRST AMENDMENT TO AGREEMENT WITH CIVIC PLUS,
LLC. FOR CIVICREC REGISTRATION & FACILITY BOOKING
SOFTWARE
ATTACHMENT (Y/N): YES ITEM # 11
GOVERNMENT CODE § 84308 APPLIES: YES
RECOMMENDATION:
That the City Council, by Motion, approve a First Amendment to the Service and Software License Agreement (Agreement) between Civic Plus, LLC., and the City of Anaheim (City) for CivicRec registration and facility booking software to extend the term of the Agreement for an additional five years; increase the compensation amount from $250,000 to $500,000; and authorize the Community Services Director or designee, on behalf of the City, to execute the Agreement and any related documents and to take such actions as are necessary to implement and administer the Agreement.
DISCUSSION:
Since 2016, the City has been utilizing the Civic Plus, LLC. (formerly known as Cirilian, Inc. and later assigned to Civic Plus, Inc.) software suite to process recreation class registrations and facility and athletic field reservations. A software system is essential for the collection and tracking of revenues generated through permits and fees. CivicRec is an application owned under the umbrella of Civic Plus LLC., providing annual software maintenance and support.
The CivicRec Recreation Management Software System has provided a cloud-based application that delivers facility reservation and activity registration modules, along with point-of-sale and inventory management capabilities, membership management, athletic league scheduling, and mobile access across devices for the public. The system also supports general admission ticketing, financial accounting and reporting, targeted mail and SMS marketing, and easy-to-deploy survey tools for users. Moving to a cloud-based solution in 2016 was a strategy that was, and still is, directly in line with the strategic goals in the Citywide Workplan. Extending this agreement will permit the City of Anaheim Community Services Department to continue to align with these strategic goals.
The CivicRec Platform has greatly improved Community Services operations. External users will continue to be able to register online for City classes, camps, and activities with several enhancements, including a mobile device application. These features First Amendment to Agreement with Civic Plus, LLC. for CivicRec Registration & Facility Booking Software August 29, 2023
continue to provide community members access to Community Services programs 24 hours a day, including weekends, and with increased speed for processing transactions.
This advanced technology brings vital services provided by the City up to speed with the current state of technology.
CivicRec utilizes a transaction-based pricing methodology that charges the City a fee of 1% of net transactions which then covers the cost of all annual licenses, maintenance, and support functions. Based upon historical receipts for services utilizing the software, it is estimated that the City will continue to pay approximately $40,000 - $50,000 per year, which includes active support, system backups, and product upgrades. Additional services such as custom development and data migration will be charged at the rate of $100 per hour. This work will be estimated and agreed upon in writing prior to the commencement of projects. This increase in total compensation amount provides for service provider increases at 5% annually through the next five years.
Civic Plus, LLC. will continue to provide, train, install, and support City staff in the use and implementation of the Parks & Recreation Software Solutions. We are pleased to continue our agreement with Civic Plus, LLC. to continue providing online registration and facility booking options for the members of our community.
IMPACT ON BUDGET:
Sufficient funds have been included in the Community Services Department Fiscal Year 2023/24 General Fund budget. Funding for subsequent years and all additional phases will be subject to Council’s approval of budget appropriations.
Respectfully submitted,
Sjany Larson-Cash
Director of Community Services
Attachments:
1. First Amendment
2. Service & Software License Agreement