City Council
Report
City Council Meeting: May 14, 2024
Agenda Item: 5.M
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To: Mayor and City Council
From: Jenny Rogers, Recreation and Arts Director, Recreation and Arts Department Subject: Approval of Modification to Contract #10571 with Active Net to Extend the Contract Term and Price
Recommended Action
Staff recommends that Council:
1. Adopt a finding of Categorical Exemptions pursuant to Section15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.
2. Authorize the City Manager to negotiate and execute a fifth modification to extend the term and contract price of agreement #10517 (CSD) for one year in the amount of $54,366, with a one year option to renew for $52,388, with Active Network Inc. to provide a cloud-based hosted recreation-management software system for the Recreation and Arts Department, Housing and Human Services Department, and Department of Transportation. This will result in a 14-year amended agreement with a total not to exceed amount of $645,579 with futureyear funding contingent on Council budget approval.
Summary
The City provides a diverse range of social, cultural, recreational, and educational programming through the Recreation and Arts Department, Housing and Human Services Department and Department of Transportation (the Bike Center). The ActiveNet software system facilitates class registration, facility reservations, membership tracking, point-of-sale transactions, and performance reporting. With the current agreement set to expire on June 30, 2024, the City is actively engaged in negotiations with the selected vendor from an RFP issued in 2023. However, currently City staff recommends entering into a fifth modification of the original agreement with ActiveNet to increase the contract amount and extend the term while City staff 2 of 4
continues to negotiate a new agreement with ActiveNet that includes data protections.
Discussion
ActiveNet offers a cloud-based platform used by community members to search for and register in activities such as youth swim lessons, fitness memberships, adult sport leagues, and after-school programming. Staff utilize the system for reserving park meeting rooms, tennis courts, swim lanes and BBQ areas.
In 2011, the City engaged ActiveNet to manage memberships at the newly opened Bike Center. A comprehensive assessment and selection process involving multiple departments took place in 2012, culminating in the selection of ActiveNet as the preferred solution based upon functionality and cost-effectiveness. Subsequently, in November 2012, the original contract was amended to grant full functionality for the Community & Cultural Services Department. ActiveNet has continuously enhanced system functionality to better serve users across various devices.
The City issued an RFP for Recreation Management Software in early 2020 but the RFP process was halted due to the COVID-19 pandemic. The RFP was re-released in 2023 and, on November 14, 2023, Council voted to allow the City to enter into a new contract with the ActiveNet, for three years with an additional three one-year options to extend. City Staff and ActiveNet are currently in negotiations over the terms of that new contract. Given that the existing agreement with ActiveNet expires on June 30, 2024, City staff requests that City Council authorize a one year extension with an option to extend the agreement for one additional year. This extension would provide enough time for City staff to ensure the inclusion of important data privacy and legal protections into the new contract. If the City and ActiveNet cannot agree upon the terms of these important protections, the additional one year extension would allow enough time to pursue, properly procure, and implement another recreation management software.
This extension and modification would also include a small increase in the amount of the contract to facilitate the relaunching of the membership program at the Santa Monica Bike Center at the Second and Colorado location. While many Bike Center 3 of 4
services are currently operational, the proposed repair and reactivation of the member doors will allow members to access the secure bike parking, shower, and lockers which have been off-line since the vandalism that occurred during the 2020 civic unrest. The approximately $2,000 investment in replacement hardware and software services would reactivate the Bike Center services quickly and support their ongoing operation.
Staff recommends that Council approve the extension of the City’s original agreement with ActiveNet for one year, with the option to extend for one additional year, and increase the contract amount by $106,754. The annual fee for software and subscription remains unchanged at $52,388 but the contract price will include an additional $1,978 to reactivate bike center membership services. The proposed modification would extend all terms and conditions under the City’s existing agreement with ActiveNet to ensure seamless service continuity. The new total not-to-exceed amount under the City’s current agreement with ActiveNet would be $645,579.
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.
Environmental Review
The contract is exempt from CEQA pursuant to Section 15061(b)(3) (Common Sense Exemption) of the CEQA Guidelines, 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 contract will provide the City with a software system and support. Therefore, it can be seen with certainty that the agreement would not result in adverse physical impacts on the environment, and as such, is exempt from CEQA.
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Financial Impacts and Budget Actions
Staff seeks authority to approve existing funding from the General Fund to increase the amount of the contract with Active Network for a cloud-based Recreation Management Software system.
Contract Modification Request
Agreement
#
Current
Authorize
d Amount
FY 2024-25
Request
Amount
Future Year
Request
Amount
Account # Total
Revised
Contract
Amount
10517 $538,825 $54,366 $52,388 01430002.529230 $645,579 Future year funding is contingent on Council budget approval.
Prepared By: Jeanette Gant, Community Recreation Manager Approved Forwarded to Council
Attachments:
A. 1st Modification
B. ActiveNet Agreement
C. FY2324 OAKS Initiative Form
D. City of Santa Monica - Levine Act Disclosure Form 04-24-24 (City) Original E. 2nd Modification
F. 3rd Modification
G. 4th Modification