Explanation
This ordinance is to authorize the Director of the Recreation and Parks Department to enter into contract for hosted software, maintenance, and support of the Activenet software application with Active Network, LLC.
Background: Currently, the Recreation and Parks Department utilizes Activenet software applications that assist 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 at recreation facilities and events, marketing and informational tools that help keep the citizens informed of various programs and activities, and resources for security measures at the department's recreation centers and swimming pools among various other services. This software also provides for accurate accounting and a means to audit revenues collected in relation to the above activities.
Passage of this legislation will authorize the Director of the Recreation and Parks Department to enter into contract with Active Network, LLC for hosted software, support and maintenance in the total amount of $105,000.00 for the period of June 1, 2018 through May 31, 2019. Additional one year terms are subject to authorization and appropriation by Columbus City Council. Funding for the software maintenance and support are collected via transaction service fees from the on-line users.
Bid Waiver Request: Activenet has been the hosted online registration system for class registration at CRPD since 2008 when a bid process was used to select them. Requests for proposals were taken in 2015 and eight vendors responded. A group of five CRPD staff evaluated the proposals and Activenet was selected to continue as the provider. The department is requesting to waive the competitive bidding provisions of the Columbus City Code Chapter 329 because we have not found an alternative system that could offer the same services at the same or better price.
Emergency Justification: An emergency is being requested so that there is no interruption in service, maintenance and support currently being provided by Activenet.
Principle Parties:
Active Network, LLC
717 North Harwood Street, Suite 2500
Dallas, TX 75201
FID# 80-0955927
Fiscal Impact: $105,000.00 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 Activenet software application with The Active Network, LLC; to authorize the expenditure of $105,000.00 from the Recreation and Parks Department Operating Fund; and to waive the competitive bidding provisions of City Code; and to declare an emergency. ($105,000.00)
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 in the best interest of the City to waive the formal bidding provisions of City Code 329 to continue the contract with Active Network LLC as the Department has not found an alternative system that could offer the same services at the same or better price; and
WHEREAS, it is necessary to authorize the expenditure of $105,000.00 from the Recreation and Parks Department Operating Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Recreation and Parks Department in that it is immediately necessary to authorize the Director to enter into contract with The Active Network, LLC to provide uninterrupted service, maintenance and support, thereby preserving the public health, property, safety, and welfare of the public; NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMUBS:
SECTION 1. That the Director of Recreation and Parks be and is hereby authorized to enter into contract in the amount of $105,000.00 with The Active Network, LLC, beginning June 1, 2018 through May 31, 2019, for maintenance and support of the Activenet software application.
SECTION 2. That the expenditure of $105,000 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 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 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 5. That this Council finds it in the best interest of the City to waive the competitive bidding provisions of City Code Chapter 329.
SECTION 6. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.
SECTION 7. 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 10 days after passage if the Mayor neither approves nor vetoes the same.