Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to enter into contract with Active Network, LLC for $93,000.00 for the rebuild of the ActiveNet registration and transaction processing software which is currently in use by the Recreation and Parks Department.
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. However, in order to best meet our future needs, it is necessary to make significant updates to the current database set up. This contract will address those updates.
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.
Principal Parties:
Active Network, LLC
5850 Granite Parkway, Suite 1200
Plano, TX 75024
Vendor Number: 030763
Benefits to the Public: Registration, permit, POS and membership software allows us to service the community both in our buildings as well as in a virtual environment by providing online registration and membership purchases.
Community Input/Issues: Customers have at times had issues with some of the functionality of our software as is. Our overhaul will help remedy some of the issues that have caused customer issues.
Area(s) Affected: This software is cloud based and can affect or reach the entire city and outskirts.
Master Plan Relation: This project will support the Recreation and Parks Master Plan by providing upgraded registration and rental software services for Columbus residents.
Fiscal Impact: $93,000 is budgeted and available within the Recreation and Parks operating fund 2285 for this contract.
Title
To authorize the Director of Recreation and Parks to enter into contract with Active Network, LLC for the rebuild of the current ActiveNet registration software; and to authorize the expenditure of $93,000.00 from the Recreation and Parks operating fund. ($93,000.00)
Body
WHEREAS, it is necessary to authorize the Director of Recreation and Parks to enter into contract with Active Network, LLC for the rebuild of the current cloud based registration software; and
WHEREAS, it is necessary to authorize the expenditure of $93,000 from the Recreation and Parks 2024 operating fund NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Recreation and Parks Department be and is hereby authorized to enter into contract with dba Active Network, LLC for the rebuild of the current cloud based registration software.
SECTION 2. That for the purpose stated in Section 1, the expenditure of $93,000 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Recreation and Parks 2024 operating fund per the accounting codes in the attachments to this ordinance.
SECTION 3. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 4. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.