Explanation
The Initial Term of the contract with Active Network LLC, signed in February 2017, for maintenance and support of the Activenet software application has concluded. Upon the completion of the Initial Term, the contract provides for automatic renewals for two (2) year terms until either party gives written notice to terminate the Hosted Software no less than twelve (12) months prior to the end of the Renewal Term.
This ordinance will authorize the Director of Recreation and Parks to enter into the first year of the first two (2) year Renewal Term with Active Network LLC, to waive the competitive bidding provisions of the Columbus City Code Chapter 329, and authorize the expenditure for this agreement.
Background: 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 again 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 Recreation and Parks Department utilizes Activenet software applications to 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 year one (1) of a two (2) year agreement with Active Network, LLC for hosted software, support and maintenance in the total amount of $170,000.00 for the period of March 1, 2020 through February 28, 2021, to waive the competitive bidding provisions of the Columbus City Code Chapter 329 and to declare an emergency. Funding for the software maintenance and support are collected via transaction service fees from the on-line users.
Bid Waiver Request: The department is requesting to waive the competitive bidding provisions of the Columbus City Code Chapter 329 due to the complex nature of the service which is a public-facing registration interface also used for internal accounting, auditing, organizational and safety measures. Switching to a new provider would be a complex process requiring a tremendous amount of time and planning in order to consider other services and make a smooth transition. The Recreation and Parks Department has been very satisfied with the Activenet registration system and does not have a compelling reason to consider other registration systems at this time.
Emergency Justification: Emergency action is requested because the provision of uninterrupted service, maintenance and support to the Activenet registration system is necessary in order to preserve public health, safety and welfare and to ensure continuous fiscal accountability and transparency.
Principle Parties:
Global Payments, Inc.
DBA Active Network LLC
PO Box 744932
Atlanta, GA 30384-4932
FID# 58-2567903
Vendor# 030763
Fiscal Impact: $170,000.00 from Recreation and Parks Department Operating Fund 2285. Funds are available contingent upon the passage of the 2020 Operating Budget ordinance 2926-2019.
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 Active Network, LLC; to authorize the expenditure of $170,000.00 from the Recreation and Parks Department Operating Fund; to waive the competitive bidding provisions of Chapter 329 of the Columbus City Codes; and to declare an emergency. ($170,000.00)
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 $170,000.00 from the Recreation and Parks Department Operating Fund; and
WHEREAS, due to the complex nature of the service, which is a public-facing registration interface also used for internal accounting, auditing, organizational and safety measures, switching to a new provider would be a complex process requiring a tremendous amount of time and planning in order to consider other services and make a smooth transition, therefore, it is necessary to waive the competitive bidding provisions of Chapter 329 of the Columbus City Codes; 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 Active Network LLC to provide uninterrupted service, maintenance and support to the Activenet registration system in order to preserve public health, safety and welfare and to ensure continuous fiscal accountability and transparency; 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 two (2) year contract in the amount of $170,000.00 with Active Network LLC, beginning March 1, 2020 and ending February 28, 2021, for maintenance and support of the Activenet software application.
SECTION 2. That the expenditure of $170,000.00 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 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 this Council finds it is in the best interests of the City to waive the competitive bidding provisions of Chapter 329 of the Columbus City Code.
SECTION 5. 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.