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SR-11-13-2012-3GCity Council Meeting: November 13, 2012 Agenda Item: 3 — (2A To: Mayor and City Council From: Karen Ginsberg, Community and Cultural Services Director Jory Wolf, Chief Information Officer Subject: Modification of agreement 2390 -OS with The Active Network Recommended Action Staff recommends that the City Council authorize the City Manager to negotiate and execute a first modification to Agreement 2390 -OS in the amount of $188,825 with The Active Network, a California – based company, to provide a web - based, hosted, recreation management software system for the Community and Cultural Services Department. This will result in a 4 -year agreement in the amount of $188,825. Executive Summary Safari, the current recreation management software product used by the Community and Cultural Services Department (CCS), is being phased out by the vendor and will not be supported after October, 2013. All existing agreements covering Safari will expire on that date. The proposed first modification to the current Professional Services Agreement – executed in 2011 in order to provide ActiveNet for the Bike Center - would transition the Community and Cultural Services Department from using Safari to the vendor's current state -of- the -art software product, ActiveNet. ActiveNet would provide the public and staff with a technologically superior and user - friendly application. Specifically, the software would provide activity registration, facility rental, and membership modules as well as robust data collection and reporting capabilities. It is anticipated that these modules would "go live" in May 2013. Funding for this requested modification for the remainder of FY2012 -13 is estimated at $32,375 for pro -rated software subscription fees, training and implementation expenses. Background Since, 2003 CCS has been using Safari, a client - server based software solution, as its recreation management tool. The program performs numerous functions for the department including activity registration, facility rentals, membership tracking, reporting and point of sale. When selected ten years ago, Safari was at the forefront of technology in the parks and recreation field, but it no longer fits into the City's modern 1 technology infrastructure nor meets the needs of CCS. In addition, The Active Network will no longer support Safari past October 31, 2013, In 2008 the City obtained The Active Network's Payment Manager software package to utilize as a citywide cashiering system. Then, in 2011, the City contracted with The Active Network for an ActiveNet solution at the newly- opened Bike Center. Discussion ActiveNet would provide staff, residents and visitors with a state -of- the -art, web- based, user - friendly platform for a full range of reservation and enrollment functions for CCS. Examples include reservations for park meeting rooms, use of tennis courts and ball fields as well as enrollment and registration for department programs and classes, camps and activities for children, teens and adults offered at venues around the City. Separate software systems that are currently being used for reservations at the Annenberg Community Beach House and at the Reed Park Tennis Center would be eliminated and transitioned to ActiveNet. The requested modification to the agreement with The Active Network is necessary in order for CCS to transition to ActiveNet. Safari and ActiveNet were developed and are offered by the same company (The Active Network), thus increasing the probability of a smooth and a successful transition between the two. The addition of CCS to the current agreement with The Active Network would extend the agreement through FY2015 -16. CCS' projected annual costs for ActiveNet are $32,375 for the remainder of FY2012 -13 and an additional $156,450 through FY 2015 -16. The software would "go live" in May 2013. Vendor Selection Staff from CCS and ISD conducted an extensive needs assessment and selection process, reviewing several competing systems. Evaluation factors included technology level, user interface, pricing structure, functionality, and integration with the City's existing technology infrastructure. That review determined that no other software 2 solution was as sophisticated as ActiveNet for registration and enrollment, nor could satisfy the City's needs re: all factors noted above. Also, the vendor's Payment Management software, which was selected from an RFP process conducted in 2007, will be integrated with ActiveNet in early 2013, thus furthering citywide standardization of cashiering functions. It is important to note that CCS has begun to evaluate and consider data systems to address data management and website /portal functions for the new Cradle to Career Initiative. Recommendations to implement these additional technology needs will be forthcoming in 2013. Financial Impacts & Budget Actions The agreement modification to be awarded to The Active Network is $188,825, for a new agreement total of $224,877. Funds for the current fiscal year are available in the FY2012 -13 budget at accounts 015441.533580 ($27,375) and 015441.544230 ($5,000). Award of the contract would require appropriations in the amounts of $49,200 for FY 2013 -14, $52,250 for FY 2014 -15, and $55,000 for FY 2015 -16. These amounts are above the requested appropriations for this line item in prior budgets. Staff will request additional funds in each budget cycle; receipt is contingent on Council approval. Prepared by: Steve Yeskulsky, Community Recreation Systems Coordinator David Yeskel, Systems Analyst Approved: Karen Ginsberg Director, Commune y & Cultur Se vices 3 Forwarded to Council: Rod Gould City Manager Reference Contract No. 9663 (CCS).