Explanation
BACKGROUND:
Currently, the Recreation and Parks Department utilizes a Class Software application that has assisted with the automation of the Department's business and management operations. The system centralizes all data and provides; around-the-clock access for citizens to register for activities and facility rentals via the Internet, ID cards for individuals who participate in City events, marketing and informational tools that help keep the citizens informed of various programs and activities, and provides resources for security measures at the City's recreation centers and swimming pools, among various other services.
This legislation authorizes the Director of the Department of Technology (DoT) and the Director of the Department of Recreation and Parks, to enter into a contract with The Active Network LTD, for services associated with the upgrade and movement (conversion) of data on an existing software application known as Class Software, which supports ongoing operations of the Leisure Card System, with such services being, yet not limited to, facility configurations, program activities and related services for upgrading to a vendor-hosted environment, without having to re-enter the activity and demographic data (savings months of labor). Also, this contract will provide language for ActiveNet future and current service fee that will replace the Class Software maintenance and support costs upon completion of transferring data, information, training and other related services. The associated costs for this contract are:
• Minimum ActiveNet service fee estimated at $14,583.31 for a coverage period of November 1, 2009 through May 31, 2010.
• Upgrade/implementation include yet not limited to training, professional services, and integration of data (hardware and software) costs in the amount of $20,276.00, with a coverage period commencing upon passage of this ordinance and approval and certification of the associated purchase order for twelve months. In the event that there are unforeseen circumstances that cause the conversion to run past twelve months, this ordinance will allow for language within the contract to extend the contract, and associated funds until the upgrade and data transfer is completed.
This legislation also authorizes the Director of the Department of Technology and the Director of the Department of Recreation and Parks to renew a contract with The Active Network, LTD, to allow for maintenance and support to the existing Class Software application so that Recreation and Parks may continue utilizing services with the existing software application until the successful completion of the upgrade and movement of data allowed by the new contract. The original contractual agreement for software maintenance and support was established with Ordinance No. 3180-98, and in January 2001, through the evolution of the Department of Technology, a contract associated with purchase order ED005082 was created, and provided language for future contract renewals contingent upon appropriation and authorization of funds and modifications.
The coverage period associated with this maintenance support (existing Class Software) renewal is for June 1, 2008 through May 31, 2009 in the amount of $21,977.55, services rendered while planning to execute the implementation of the upgrade and data transfer, in addition to coverage period from June 1, 2009 through October 31, 2009, with a cost of $9,615.20, to allow for the maintenance and support until completion of the upgrade.
FISCAL IMPACT:
During the year of 2007, $20,931.00 was expended for the maintenance and support services provided by Class Software Solutions, now known as The Active Network, LTD. During fiscal year 2006, $20,931.00 was expended for related services. This ordinance will provide funding in the amount of $31,592.75 for Class annual maintenance and support, with coverage periods from June, 1, 2008 through May 31, 2009 and for June 1, 2009 through October 31, 2009 (to allow for the upgrade). Once the upgrade is completed the type of support will change to a service fee. The service fee cost, funded within this ordinance is $14,583.31 and the upgrade cost is $20,276.00, with the aggregate total funding for this ordinance (upgrade, maintenance, support, and associated fees) being $66,452.06. This funding is available in the 2009 Department of Technology Information Service Fund.
CONTRACT COMPLIANCE:
Vendor: The Active Network, LTD CC#: 98-0160721 Expiration date: 12/04/2010
EMERGENCY: The Departments request that this ordinance pass as an emergency measure as it is desirous to begin the migration of data due to timelines and anticipated completion dates associated with this project.
Title
To authorize the Director of the Department of Technology and the Director of the Department of Recreation and Parks to renew an existing contract for maintenance and support on the Class software application, and to enter into a contract for the migration of data to a vendor-hosted environment and other computer related services with The Active Network, LTD; to authorize the expenditure of $66,452.06 from the Department of Technology Information Service Fund; and to declare an emergency. ($66,452.06)
Body
WHEREAS, Class Software is an application utilized by Recreation and Parks, that provides for citizens to register for activities and facility rentals via the Internet, ID cards for individuals who participate in City events, marketing and informational tools that help keep the citizens informed of various programs and activities, and provides resources for security measures at the City's recreation centers and swimming pools, among various other services; and
WHEREAS, now, the Department of Technology (DoT), and the Department of Recreation and Parks, have a need to enter into a contract with The Active Network LTD, for services associated with the upgrade and movement of data on an existing software application known as Class Software, with such services being yet not limited to facility configurations, program activities and related services converted to a vendor-hosted environment; and
WHEREAS, the contract will provide language for ActiveNet future and current service fee that will replace the Class Software maintenance and support costs upon completion of the upgrade, transferring data, information, training and other related services; and
WHEREAS, also, there is the need to renew a contract with The Active Network, LTD to allow for maintenance and support to the existing Class Software application so that Recreation and Parks may continue utilizing services with the existing software application until the successful completion of the upgrade and movement of data allowed by the new contract; and
WHEREAS, the original contractual agreement for software maintenance and support was established with Ordinance No. 3180-98, and in January 2001, through the evolution of the Department of Technology, a contract associated with purchase order ED005082 was created, it provided language for future contract renewals contingent upon appropriation and authorization of funds and modifications; and
WHEREAS, this ordinance will provide funding in the amount of $31,592.75 for Class annual maintenance and support, with coverage periods from June, 1, 2008 through May 31, 2009 and for June 1, 2009 through October 31, 2009 (to allow for the upgrade); and
WHEREAS, once the upgrade is completed the type of support will change to a service fee. The service fee cost, funded within this ordinance is $14,583.31 and the upgrade cost is $20,276.00, with the aggregate total funding for this ordinance (upgrade, maintenance, support, and associated fees) is $66,452.06; and
WHEREAS, an emergency exits in the usual daily operation of the Department of Technology and the Department of Recreation and Parks in that it is immediately necessary to renew an existing maintenance and support contract, and enter into a contract with The Active Network, LTD to provide for an application upgrade and service fee, thereby preserving the public health, peace, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMUBS:
SECTION 1: That the Director of the Department of Technology and the Director of the Department of Recreation and Parks be and is hereby authorized to renew a contract for Class Software maintenance and support, and to enter into a contract to allow for upgrade and the migration of data to a vendor-hosted environment, provided by The Active Network, LTD, for maintaining a critical Leisure Card System. This ordinance will provide funding in the amount of $31,592.75 for Class annual maintenance and support, with coverage periods from June, 1, 2008 through May 31, 2009 and for June 1, 2009 through October 31, 2009 (to allow for the upgrade). Once the upgrade is completed the type of support will change to a service fee. The service fee cost, funded within this ordinance is $14,583.31 for the period of November 1, 2009 through May 31, 2010, and the upgrade cost is $20,276.00, with the aggregate total funding for this ordinance (upgrade, maintenance, support, and associated fees) being $66,452.06.
SECTION 2: That the expenditure of $66,452.06 or so much thereof as may be necessary is hereby authorized to be expended from:
|Div.: 47-02|Fund:514|Subfund: 001|OCA Code: 470202|Obj. Level 1: 03|Obj. Level 3: 3369| Amount: $31,592.75|
|Div.: 47-01|Fund:514|Subfund: 010|OCA Code: 510147|Obj. Level 1: 03|Obj. Level 3:3336|Amount: $20,276.00|
|Div.: 47-01|Fund:514|Subfund: 010|OCA Code: 510147|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $14,583.31|
SECTION 3: 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 4: That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.