From
Erin Hart, Senior Recreation Superintendent
Title
Ordinance amending the FY 2019/2020 Capital Improvement Projects budget; Product and Services Agreement from Active Network, LLC through a Master Interlocal Agreement with the City of Arlington for an initial term of three years ($805,000) with the option to renew for two additional one year terms totaling $1,250,000 if all extensions are exercised and authorize the City Manager to execute the renewal options with aggregate price fluctuations of the lesser of up to $50,000 or 25% of the original maximum price so long as sufficient funding is appropriated by the City Council to satisfy the City's obligation during the renewal terms
Presenter
Cheryl DeLeon, Director of Parks, Arts and Recreation
Recommended Action
Approve
Analysis
The City will purchase Active Network’s Service package Premium 7 which includes the ability to provide services under Facility Reservations, Daycare, Memberships, Activity Registrations, Camps, Point of Sales and League Scheduling. Active Network software will replace the existing software, CenterEdge, which was implemented in 2016. The current software does not provide an adequate platform to manage memberships and multiple class offerings as offered by our recreation centers, The Summit, and The Epic.
For the initial term, $92,200 is expected in a one-time implementation charge plus an additional hardware/contingency reserve of $45,300. In addition to the one-time fees, on-going annual fees include:
- Technology/support fee of 1.5% of gross revenues
o Fees estimated at $90,000
- Credit card processing fee of 2.5% of revenues collected by credit card
o Fees estimated at $92,500
- Online support fees at 4% of gross revenues from online sales
o Fees estimated at $40,000.
On-going annual fees will be reduced from periodic remittances from credit card deposits processed through the ActiveNet platform. Any incremental increase in fees, above those currently established in approved budgets, will be paid by a transfer from the Park Venue Fund and adjusted annually as part of the budget development process.
State purchasing laws, Government Code, Chapter 271.102 authorize local governments to enter into joint contacts and cooperative agreements for the performance of governmental functions normally associated with the operation of government such as purchasing necessary materials and supplies.
The City approved a Master Interlocal agreement with the City of Arlington whereby the City could make use of all of that entities agreement(s). This communication is to notify the Council that staff would like to make use of this particular agreement and enter into an annual contract with Active Network, LLC for recreation management software and services for the initial three-year term and have the option to exercise the two optional one-year renewals; the City of Arlington’s Contract # 01350005 began May 17, 2016.
Financial Consideration
Funding for the implementation charges and hardware totaling $137,500 is available by approving an ordinance transferring and appropriating $137,500 from the unobligated fund balance in the Parks Capital Project Fund (317193) to WO #02013603 (ActiveNet Software/Hardware).
Funding for on-going technology/support fees, online support fees, and credit card processing fees for future fiscal years’ are to be paid from that years’ approved budgets.
Body
AN ORDINANCE OF THE CITY OF GRAND PRAIRIE, TEXAS, AMENDING THE FY 2019/2020 PARKS CAPITAL IMPROVEMENT PROJECTS BUDGET BY TRANSFERRING AND APPROPRIATING $137,500 FROM THE UNOBLIGATED FUND BALANCE IN THE PARKS CAPITAL PROJECTS FUND (317193) TO WO #02013603 (ActiveNet Software/Hardware)
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF GRAND PRAIRIE, TEXAS:
SECTION 1. THAT THE FY 2019/2020 Capital Improvement Projects Budget be amended by transferring and appropriating $137,500 from the unobligated fund balance in the Parks Capital Projects Fund (317193) to WO #02013603 (ActiveNet Software/Hardware).
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAND PRAIRIE, TEXAS, NOVEMBER 5, 2019.