RESOLUTION NO. 24-203
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CLEMENTE, CALIFORNIA, AUTHORIZING AN EXEMPTION TO THE FORMAL SOLICITATION PROCESS FOR AND APPROVING THE PURCHASE OF THE CIVICREC RECREATION MANAGEMENT SYSTEM FROM CIVICPLUS, INC. AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE AGREEMENTS RELATED THERETO IN AN AMOUNT NOT TO EXCEED $141,863 OVER A THREE-YEAR TERM WHEREAS, as part of its information technology practices, the City maintains ongoing agreements for software-as-a-service (SAAS) subscriptions and technical support for software systems that are critical to City operations; and WHEREAS, on February 21, 2017, the City Council awarded a contract to CivicPlus, Inc. for the implementation of the CivicRec Recreation Management Software System after a formal Request for Proposal (RFP) process; and WHEREAS, since 2017, the City has successfully utilized the CivicRec recreation management software solution to support the processes managed by the Recreation Division, and the current agreement is due to expire at the end of December, 2024; and WHEREAS, City Policy 201-2-1 provides for an exemption from the formal solicitation process when the City Council determines by resolution that compliance with the bidding requirements and procedures is inefficient, impractical, or not in the best interest of the City; and WHEREAS, it is in the City’s best interest to extend the relationship with the current service provider to maintain continuity of operations for both customers and City staff, and avoid significant direct costs and staff resources related to onboarding, implementation, configuration and training on a new system.
NOW, THEREFORE, the City Council of the City of San Clemente does hereby find, determine and resolve as follows:
SECTION 1. That the above recitations are true and correct and incorporated fully herein.
SECTION 2. That a Professional Services Agreement (PSA) and Master Services Agreement (MSA) is hereby awarded to CivicPlus, Inc. for the continued use of the CivicRec system.
SECTION 3. That the City Manager is authorized and directed to execute the PSA and MSA with CivicPlus, Inc. for continued use of the CivicRec system for a total cost not to exceed $141,863 over a three-year term in forms substantially similar to those presented to the City Council on December 10, 2024 with any changes thereto approved by the City Manager in consultation with the City Attorney.
SECTION 4. That the City Manager is authorized and directed to execute such other documents and take such other and further actions as are necessary and proper to accomplish the purposes of this resolution.
SECTION 5. That the City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.
PASSED AND ADOPTED this _____ day of December, 2024.
ADVANCE \X 317.30_______________________
Mayor of the City of
San Clemente, California
ATTEST:
__________________________
CITY CLERK of the City of
San Clemente, California
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) §
CITY OF SAN CLEMENTE )
I, LAURA CAMPAGNOLO, City Clerk of the City of San Clemente, California, do hereby certify that Resolution No. 24-203 was adopted at a regular meeting of the City Council of the City of San Clemente held on _______ day of December 2024, by the following vote:
AYES:
NOES:
ABSENT:
ADVANCE \X 317.30_______________________
CITY CLERK of the City of
San Clemente, California
Approved as to form:
____________________________
Elizabeth A. Mitchell, City Attorney
Resolution No. 24-203 Page PAGE 3
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Attachment 1
4860-5047-5367 v1