Fremont City Council Meeting: 06/11/24 07:00 PM
3300 Capitol Avenue Div/Dept: Recreation Services
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5180) DOC ID: 5180
Updated: 6/7/2024 1:16 PM by Alberto Quintanilla Page 1 RENEWAL OF THE CITY’S ACTIVITY, FACILITY RESERVATION AND REGISTRATION SOFTWARE – Authorize the City Manager, or Designee, to Renew Agreement and Issue Purchase Orders with Active Network, LLC, (Active) for the Annual Software Support, Subscription, and Maintenance of the Web-based Solution
Contact Persons:
Name: Michael Sa Kim Beranek
Title: Recreation Superintendent II Community Services Director Div/Dept: Recreation Services Community Services
Phone: 510-494-4372 510-494-4330
E-Mail: [email protected] [email protected]
Executive Summary: The City’s registration and reservation software expires October 10, 2024. Staff is recommending that the City Council authorize the City Manager, or her designee, to issue a purchase order and execute implementing and amending documents with Active Network LLC for the Annual Software Support, Subscription, and Maintenance of the Active Net Web-based Solution in an amount not-to-exceed $305,000 for a five-year term.
BACKGROUND: The City of Fremont entered into an agreement with Active Net for Recreation Registration and Reservation Software Subscription in 2019. The amendment to the agreement for a five-year term extension exceeds $100,000 and requires City Council approval.
DISCUSSION/ANALYSIS: With the Active Net Software Subscription Agreement, the City has been able to provide a more responsive and interactive interface with its customers, while allowing all payment processing to be managed completely through the Active Net Software Solution.
Software license renewal is exempt from competitive purchasing requirements pursuant to Fremont Municipal Code section 3.20.280(c).
The annual subscription not to-exceed amount is $61,000, totaling $305,000 over the five- year contract term.
FISCAL IMPACT: Appropriations for the Annual Software License of Active Net Software Solution are included in the FY 2024/25 Proposed Operating Budget, with 80% of the cost budgeted in the Recreation Cost Center (Fund 189) and 20% in the Senior Center Cost Center (Fund 186).
ENVIRONMENTAL REVIEW: The renewal of computer software licenses is exempt from and not subject to review under the California Environmental Quality Act (CEQA) because, without limitation, it is not a “project” as defined in CEQA Guidelines Section 15378(b)(2) and/or 15378(b)(5) and as it can be seen with certainty that there is no possibility that the Council Staff Report (ID # 5180) Meeting of June 11, 2024 Updated: 6/7/2024 1:16 PM by Alberto Quintanilla Page 2 activity may have a significant effect on the environment per CEQA Guidelines Section 15061(b)(3), each as a separate and independent basis for CEQA compliance.
ATTACHMENTS: None.
RECOMMENDATION: Authorize the City Manager, or her designee, to issue a purchase order and execute implementing and amending documents with Active Network LLC, for the Annual Software Support, Subscription, and Maintenance of the Active Net Web-based Solution in an amount not-to-exceed $305,000 for a five-year term.