City Council
Report
City Council Meeting: November 14, 2023
Agenda Item: 5.A
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To: Mayor and City Council
From: Jenny Rogers, Recreation and Arts Director, Recreation and Arts Department Subject: Award Agreement to ACTIVE Network, Inc. for a Recreation Management Software System
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.
2. Award RFP #351 to The ACTIVE Network Inc. for Recreation Management Software System for the Recreation and Arts Department.
3. Authorize the City Manager to negotiate and execute an agreement with ACTIVE Network, in the amount not-to-exceed $218,265 for the first year, including system enhancements, for an initial term of three years and up to three additional one-year extensions with a not-to-exceed amount of $740,515 over the life of the contract.
Executive Summary
Santa Monica offers a wide array of recreational and educational programming as well as facilities and open spaces in support of health, fitness, life-long learning, community connection, and well-being. Multiple City departments rely on a recreation management software system as the interface by which community members sign up for activities and programming, reserve spaces, and pay for services. The City invited proposals from qualified entities interested in providing, installing, training, and supporting City staff in the use and implementation of a Recreation Management Software solution.
Staff recommends awarding RFP #351 and entering into an agreement with The ACTIVE Network Inc. (ACTIVE Net) to provide a cloud-based, hosted, recreation 2 of 5
management software system. Annual operating costs will include base system licensing, addition of the new ACTIVE App, enhanced technical support, and ongoing staff training at a cost of approximately $90,700 in the first year, but will not exceed $109,700 in any one year of the contract. Additionally, the contract price for the first year would include a onetime investment of $127,565 in the first year that would allow the City to invest in system enhancements to improve customer experience and streamline business practices. Staff seeks authority to negotiate a contract for an initial term of three years with up to three additional one-year extensions, contingent upon ACTIVE Network Inc. agreeing to the City’s terms. The continuation of the contract will be at the City’s sole discretion.
Discussion
The Recreation and Arts Department, Housing and Human Services Department, and Department of Transportation oversee the bike center, 20 lighted multi-purpose athletic fields (baseball/softball and soccer), two gymnasiums, three aquatic facilities, the Annenberg Community Beach House, Virginia Avenue Park, Santa Monica State Beach, and many other recreational venues. These facilities provide over 150 amenities that generate over 10,000 visitors per day, over 140,000 hours of facility use permits, and attract over 80,000 hours of programming annually. A recreation management system is the customer-facing interface and access point to these amenities and supports daily program administration, activity registration, facility and field reservations and rentals, membership functions, payment processing, data collection, and reporting.
A multi-department team conducted a comprehensive needs assessment and selection process, evaluating systems available from a variety of vendors. ACTIVE Net was selected as the best bidder. ACTIVE Net is the City’s current Recreation Management System provider and provides a web-based, hosted, recreation management software system. The system allows community members to search and register for activities such as youth swim lessons, fitness memberships, adult sport leagues, contractor led camps and classes and after-school programming, including CREST enrichment 3 of 5
classes. Staff use the system to reserve park facility meeting rooms, tennis courts, swim lanes, and BBQ areas for users. The system is also used to manage program participants by creating program rosters, attendance records, waitlists, and instructor payment records. Additionally, it hosts secondary registration documents including informed consent/liability waivers and heath forms. Permitting for community events and other municipal functions occurs in dedicated and separate systems. It is not feasible for the Recreation Management Software solution to absorb community events and other permitting functions.
ACTIVE Net is a long-time industry leader in Recreation Management with over 20 years of experience across a variety of recreation-based businesses. As ACTIVE Net is the City’s current Recreation Management Software system, funding would be directed towards improving and enhancing the customer experience. This would include the purchase of a ‘Business Process Assessment’ (BPA) to be performed by a senior ACTIVE consultant, focusing on streamlining staff operations and consumer experiences, understanding automation and integration opportunities, and maximizing return on investment (ROI). The primary goal is to ensure efficient utilization of the system. Funds would also be spent on additional staff certifications and trainings, the implementation and annual subscription to the ACTIVE app for improved customer service and an ACTIVE technical account manager to provide increased technical support to staff. ACTIVE Net continues to improve system functionality to better serve and connect users to the activities they are searching for, using any device. The contract not -to -exceed amount would also include funding for necessary equipment and ongoing replacement of equipment as needed.
Vendor Selection
Bidder Recommendation
Best Qualified Firm ACTIVE Network, Inc.
Evaluation Criteria Proposals were evaluated on experience, references, workplans, price, breadth of service, scope of solution, product demonstration, technology alignment,
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quality of the services, ability, capacity, and skill of the proposer to provide the services.
Municipal Code SMMC 2.24.180
RFPs Received
ACTIVE Network, Inc. Amilia Technologies USA Inc. C9XPERTS CORP CivicPlus,LLC Curacubby DaySmart Recreation Kaizen Laboratories Inc. PerfectMind Inc.
RecDesk, LLC US eDirect Inc. Vermont Systems
RFP Data
Date Posted Posted On Advertise In
Vendors
Downloaded
Date Publicly
Opened
03/14/2023 City’s Online
Bidding Site Santa Monica Daily Press 38 05/15/2023
Justification to Award
Based on the evaluation criteria listed above and the criteria in SMMC 2.24.180, staff recommends ACTIVE Network, Inc. as the best qualified firm to provide Recreation Management Software based on previous experience working with the City, their ability to deliver quality services, their compliance with all City specifications, and fair pricing.
Environmental Review
This contract for the software system is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) (Common Sense Exemption) of the CEQA Guidelines. The award agreement is covered by the common sense exemption which states that CEQA does not apply, “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.” The agreement will provide the City with a recreation management software system. Therefore, it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the General Fund to award a Services Agreement with ACTIVE Network, Inc. for a Recreation Management Software System.
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Contract Request
Account
FY 2023-24 Budget
Request Amount Future Years’ Amount Total Contract Amount C0108350.689000 $100,000 -- $100,000
01430002.529230 $118,265 $522,250 $640,515
Total $740,515
Future year funding is contingent on Council budget approval.
Prepared By: Jeanette Gant, Community Recreation Manager Approved Forwarded to Council
Attachments:
A. FY2324_OAKS_Initiative_Form