SR 11-14-2023 5A
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
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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
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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
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CITY OF SANTA MONICA OAKS INITIATIVE NOTICE
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS
AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS,
OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica’s voters adopted a City Charter amendment commonly known
as the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and
information about the Initiative’s requirements. You may obtain a full copy of the
Initiative’s text from the City Clerk.
This information is required by City Charter Article XXII—Taxpayer Protection.
It prohibits a public official from receiving, and a person or entity from conferring,
specified personal benefits or campaign advantages from a person or entity after
the official votes, or otherwise takes official action, to award a “public benefit” to that
person or entity. The prohibition applies within and outside of the geographical
boundaries of Santa Monica.
All persons or entities applying or receiving public benefits from the City of
Santa Monica shall provide the names of trustees, directors, partners, and officers,
and names of persons with more than a 10% equity, participation or revenue
interest. An exception exists for persons serving in those capacities as volunteers,
without compensation, for organizations exempt from income taxes under Section
501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not
apply if the organization is a political committee or controls political committees.
Examples of a “public benefit” include public contracts to provide goods or services
worth more than $25,000 or a land use approval worth more than $25,000 over a 12-
month period.
In order to facilitate compliance with the requirements of the Oaks Initiative,
the City compiles and maintains certain information. That information includes the
name of any person or persons who is seeking a “public benefit.” If the “public benefit”
is sought by an entity, rather than an individual person, the information includes the
name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has
(e) more than a ten percent interest in the entity. Therefore, if you are seeking a
“public benefit” covered by the Oaks Initiative, you must supply that information on
the Oaks Initiative Disclosure Form. This information must be updated and supplied
every 12 months.
DocuSign Envelope ID: E590CC0A-491C-4EDE-8536-A46B3F4DE1DB
5.A.a
Packet Pg. 25 Attachment: FY2324_OAKS_Initiative_Form (5929 : Award Bid to ActiveNet for Recreation Mgmt Software)
CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the
City compiles and maintains certain information. That information includes the
name of any person or persons who is seeking a “public benefit.” If the “public
benefit” is sought by an entity, rather than an individual person, the information
includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d)
officer, or has (e) more than a ten percent interest in the entity.
Public benefits include:
1. Personal services contracts in excess of $25,000 over any 12-month period;
2. Sale of material, equipment or supplies to the City in excess of $25,000 over a
12- month period;
3. Purchase, sale or lease of real property to or from the City in excess of
$25,000 over a 12- month period;
4. Non-competitive franchise awards with gross revenue of $50,000 or more
in any 12-month period;
5. Land use variance, special use permit, or other exception to an established
land use plan, where the decision has a value in excess of $25,000;
6. Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any
12- month period; or
7. Payment of “cash or specie” of a net value to the recipient of $10,000 in any
12- month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: Title:
Signature: Date:
Email: Phone:
Permit #
FOR CITY USE ONLY:
Bid/PO/Contract #
Active Network, LLC
VEPF IV AIV VII-C Corp.
David Green - President, Secretary, and Treasurer
DocuSign Envelope ID: E590CC0A-491C-4EDE-8536-A46B3F4DE1DB
6/1/2023 | 4:19 PM CDT
randy.skemp@activenetwork.com 515-441-6255
Vice President, SalesRandy Skemp
5.A.a
Packet Pg. 26 Attachment: FY2324_OAKS_Initiative_Form (5929 : Award Bid to ActiveNet for Recreation Mgmt Software)