City Council
Report
City Council Meeting: April 12, 2022
Agenda Item: 3.E
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To: Mayor and City Council
From: Andy Agle, Director, Community Services Department, Community Recreation
Subject: Approval of Modification to Agreement with The Active Network Inc. for Recreation Management Software System
Recommended Action
Staff recommends that Council authorize the City Manager to negotiate and execute a fourth modification to agreement #10517 (CSD) in the amount of $100,000 with the Active Network Inc. to provide a cloud-based, hosted, recreation-management software system for the Community Services Department. The proposed modification would result in a 12-year amended agreement with a new total amount not to exceed $538,825, with future-year funding contingent on Council budget approval.
Summary
The Community Services Department (CSD) offers a dynamic array of social, cultural, recreational, and educational programming. The ActiveNet software system is used for class registration, facility reservations, membership tracking, point-of-sale transactions, and performance reporting. The current agreement with ActiveNet expired on June 30, 2021. City staff recommends reinstatement and fourth modification of the original agreement to increase the contract amount and extend the contract term while the City engages in a competitive process to identify a future software solution.
Discussion
ActiveNet offers a cloud-based platform used by community members to search and register for activities such as youth swim lessons, fitness memberships, adult sport leagues, and after-school programming. Staff use the system to reserve park meeting rooms, tennis courts, and BBQ areas for users.
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In 2011, the City contracted to use the ActiveNet platform to manage memberships at the newly opened Bike Center. In 2012, a multi-departmental team conducted a comprehensive needs assessment and selection process, evaluating systems available from a variety of vendors. ActiveNet was selected as the best solution, at the best price.
In November 2012, the original contract was amended to add full functionality for Community Services Department staff to deploy ActiveNet. The system has been used since that time and ActiveNet continues to improve system functionality to better serve and connect users to the activities they are searching for, using any device.
An RFP process initiated in early 2020 was paused due to the COVID-19 pandemic.
Staff are currently working to coordinate the funding and staff capacity needed to advance a competitive selection process. A two-year extension to the contract term would allow time to fully assess funding availably and staff resources required to implement a new system. However, full implementation of a new system would likely take longer than two years to complete.
In the interim, staff recommends reinstating and extending the existing agreement with ActiveNet for one year, with the option to extend for an additional year, and increasing the contract amount by $100,000. The current annual cost of $50,000 would not change. The same terms and conditions as the original agreement would continue, thus no interruption of service.
Past Council Actions
Meeting Date Description
02-11-2020
Attachment A
Modification of Agreement #10517 to extend use of software through June 30, 2020.
11-13-2012
Attachment B
Authorization to enter into agreement with The Active Network Inc. 3 of 3
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund to increase the amount of the agreement with The Active Network Inc. Future-year funding is contingent upon Council budget approval and budget adoption.
Contract Modification Request – Agreement #10517
Contract Modification Request
Agreement #
Current
Authorized
Amount
FY 2022-23 Budget
Modified Request
Amount
Future Year
Modified Request
Amount
Dept/CIP Account #
Total Revised
Contract
Amount
10517 $438,825 $50,000 $50,000 01400015.529230 $538,825 Prepared By: Sam Fandrich, Principal Administrative Analyst Approved Forwarded to Council
Attachments:
A. Modification of Agreement #10517 to extend use of software through June 30, 2020 (Web Link)
B. Original Authorization to enter into agreement with The Active Network Inc. (Web Link)
C. Original ActiveNet Agreement
D. 1st Modification
E. 2nd Modification
F. 3rd Modification
G. City of Santa Monica - Oaks Initiative Notice - 032522