Explanation
This ordinance will authorize the Director of Columbus Recreation and Parks Department to enter into the first year of three year term with Active Network LLC.
Background:
The software is currently used in community recreation and aquatics for activity registration, facility rentals and membership sales. The department uses ActiveNet in rental services to rent and reserve open and enclosed shelters to the public as well as boat dock permit fees. Our sports section uses ActiveNet’s point of sale function as a secondary transaction site for adult sports registration. The department has used ActiveNet since 2010 and in 2024 an RFP was issued in order to re-evaluate our registration software provider. It was determined that ActiveNet remains the best fit for our current and future needs.
Passage of this legislation will authorize the Director of the Recreation and Parks Department to enter into year one (1) of a five (5) year agreement with Active Network, LLC for hosted software, support and maintenance in the total amount of $120,000.00 for the period of June 1, 2025 through May 31, 2026. Funding for the software maintenance and support are collected via transaction service fees from the on-line users.
Emergency Justification: N/A
Vendor Bid/Proposal Submissions:
A request for registration software management systems was advertised through Vendor Services (RFQ026572), in accordance with City Code Section 329, on December 6, 2023 and was received by the Recreation and Parks Department on January 8, 2024. Responses were received from the following companies:
Amilia
WynHouse + Futurety
Zehntech
OQ POINT/Camava5
Intelligenz
Active Network, LLC
RecDesk
CivicPlus
After an extensive review of the proposals that were submitted, it was determined by the evaluating committee that the Active Network, LLC continues to provide the optimal registration software solution for the Recreation and Parks Department.
Principle Parties:
Global Payments, Inc.
DBA Active Network LLC
PO Box 744932
Atlanta, GA 30384-4932
Vendor# 030763
Fiscal Impact: $120,000.00 from Recreation and Parks Department Operating Fund 2285.
Title
To authorize the Director of the Department of Recreation and Parks to enter into contract for hosted software, maintenance, and support of the software application with Active Network, LLC; and to authorize the expenditure of $120,000.00 from the Recreation and Parks Department Operating Fund. ($120,000.00)
Body
WHEREAS, the Recreation and Parks Department utilizes Activenet software application that has assisted with the automation of the department's business and management operations; and
WHEREAS, it is necessary to authorize the expenditure of $120,000.00 from the Recreation and Parks Department Operating Fund; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Recreation and Parks be and is hereby authorized to enter into the first year of a five (5) year contract in the amount of $120,000.00 with Active Network LLC, beginning June 1, 2025 and ending May 31, 2026, for maintenance and support of the Activenet software application.
SECTION 2. That the expenditure of $120,000.00 or so much thereof as may be needed, is hereby authorized in Fund 2285 Recreation & Parks Operating Fund in object class 03 Contractual Services per the accounting codes in the attachment to this ordinance.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. That the City Auditor is authorized to make any changes to revise the funding source for any contract or contract modifications associated with this ordinance.
SECTION 5. That this ordinance shall take effect at the earliest date allowable by law.