Agenda Item: 10
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: May 12, 2026
SUBJECT: RECREATION MANAGEMENT SYSTEM CONTRACT
DEPARTMENT: Administrative Services
PRESENTER: Ryan Drake
RECOMMENDED ACTION
City Council:
1. Approve the use of a cooperative agreement through The Interlocal Purchasing System (TIPS) Contract #220105.
2. Award a three-year contract to CivicPlus, LLC for the use of its CivicRec Recreation Management System in the amount of $157,193; authorize a contingency in the amount of $15,719 for additional Point of Sale devices and related service costs; and approve credit card processing fees in the amount of $640,991 based on estimated transaction revenue increasing ten percent each fiscal year, for a total amount not to exceed $813,903.
3. Authorize the City Manager or designee to execute up to two additional one-year renewal options beginning in year four, each not to exceed the annual contract amount, inclusive of contingency and credit card processing fees, and contingent upon the appropriation of funds by the City Council in the annual budget for such fiscal year.
4. Authorize a net decrease in appropriations within the General Fund (Fund 100), consisting of a decrease of $155,151 from Expenditure Account 1002200-516101 in Fiscal Year 2026-27 and a corresponding increase of $7,753 to Expenditure Account 1002102-516132; beginning in Fiscal Year 2027-28, increase the ongoing base budget in Expenditure Account 1002200- 516101 by five percent annually for the Recreation Management System and increase the ongoing base budget in Expenditure Account 1002102-516132 by ten percent annually for credit card processing fees, contingent upon the appropriation of funds in the annual budget for such fiscal years, as detailed in Exhibit A.
5. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney review.
BACKGROUND
The City of Santa Clarita (City) is recognized for delivering high-quality recreation programs that are very popular and sought after by residents of all ages. The CivicRec Recreation Management System (RMS) is the operational platform that supports these services, processing more than 90,000 annual transactions over the last three years, while generating significant revenue. Residents depend on the RMS to register for classes, sports leagues, and other programs, making it a mission-critical system for both public access and internal operations.
The CivicRec RMS provides several established capabilities that are essential to the City’s operations, including proven financial system and general ledger integration to support accurate revenue tracking and reconciliation, advanced facility reservation functionality with multi-day booking capabilities, and a demonstrated track record of stability and long-term use within the municipal market. These features directly align with the City’s operational requirements and reduce the risk of service disruption.
Additionally, CivicRec RMS offers a modern, mobile-friendly interface and enhanced functionality that support both staff efficiency and improved customer experience. Continued use of this platform ensures operational continuity and service reliability for Santa Clarita residents.
Based on research and cost analysis, staff recommends using the City’s cooperative purchasing option for this procurement. The use of cooperative purchasing allows the City to place orders against a competitively awarded public agency contract. The City is using the cooperative purchasing contract with The Interlocal Purchasing System (TIPS) Contract #220105, which allows the City to take advantage of an existing competitive process. This contract, which was awarded on February 14, 2022, was solicited through a competitive bid process and is valid through February 28, 2027.
CivicRec will collect a fixed rate of $0.30 per transaction, plus a processing fee of 3 percent for standard credit card transactions and 3.5 percent for American Express transactions. The total amount collected will fluctuate depending on the number of transactions processed, as reflected in Recommended Action No. 2.
Given the critical nature of recreation services, approaching program cycles, and the need for uninterrupted service delivery, City staff recommend awarding a new contract for continued use of the CivicRec RMS. The platform represents the most practical, cost-competitive, and time- sensitive solution to meet the City’s current needs.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Authorize a net decrease in appropriations within the General Fund (Fund 100), consisting of a decrease of $155,151 from Expenditure Account 1002200-516101 in Fiscal Year 2026-27 and a
corresponding increase of $7,753 to Expenditure Account 1002102-516132; beginning in Fiscal Year 2027-28, increase the ongoing base budget in Expenditure Account 1002200-516101 by five percent annually for the Recreation Management System and increase the ongoing base budget in Expenditure Account 1002102-516132 by ten percent annually for credit card processing fees, contingent upon the appropriation of funds in the annual budget for such fiscal years, as detailed in Exhibit A
ATTACHMENTS
Civic Plus Exhibit-A
TIPS Contract 220105 (available in the City Clerk's File)