Title
Recommendation to Authorize the City Manager to Enter into an Agreement with Active Network, LLC for Recreation Registration Software. (Recreation and Parks 280)
Body
To: Honorable Mayor and Members of the City Council
From: Jill Keimach, City Manager
Re: Recommendation to Authorize the City Manager to Enter into an Agreement with Active Network, LLC for Recreation Registration Software.
BACKGROUND
The Alameda Recreation and Parks Department (ARPD) has been using Class software for its activity registration and facility reservations since 2001. While this software served ARPD well for many years, it is now outdated as a DOS based system and will no longer be supported starting in 2018.
DISCUSSION
Staff issued a Request for Proposals (RFP) for a web-based registration system to manage, schedule and organize a wide range of recreation and parks programs. A web-based system provides much greater flexibility for users and staff and puts all responsibility to maintain data and manage security on the provider rather than the city. Staff sought a system that is comprehensive, yet simple and user friendly. It is designed to manage, schedule and organize program activities registrations, athletic league management, facility scheduling, and point of sale.
Since there is a limited and specific group of firms that provide this service, extensive research was done to identify all of them and the RFP was sent directly to twelve companies as well as posted on the city’s web site from January 17 to February 17, 2017. Four companies submitted bids for review and all were invited to present their proposals to staff. A five-member committee comprised of recreation and parks managers, the Director, front office administrators and program coordinators individually ranked each of the four firms on several key factors and unanimously chose Active Network.
With a newer version of registration and reservation software, ARPD will be able to create staffing efficiencies with easier program registration, facility rentals, sports league management and other areas. For example, rather than calling or individually emailing activity participants if a class is canceled or rescheduled, the system will allow for a simple text or email alert to all participants. Program registration is both easier for users and streamlined for staff. The system also provides clear and easy to use interface for registration and reservations through the web or a mobile device, which will reduce staff time for registration in person, by phone or email. This system also greatly improves ARPD’s capacity for marketing program activities and rental opportunities, which could result in increased revenues.
FINANCIAL IMPACT
Budget for the agreement is included in the Recreation and Parks Department Fund (Program 2801010). The project is funded from revenue generated by recreation program activities in addition to monies annually allocated from the General Fund for recreation services. There is a one-time fee of $30,900 for set up, configuration and training. The ongoing annual cost of this product is based on a transaction fee of 1.5% plus a credit card transaction fee. This is estimated to cost $30,000 annually and as a transaction based fee, it can ensure that funding for this system is always available as it can be added to fees for service.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (“CEQA”) pursuant to Section 15301 of CEQA Guidelines (Operation of Existing Facilities).
RECOMMENDATION
Authorize the City Manager to Enter into an Agreement with Active Network, LLC for Recreation Registration Software.
Respectfully submitted,
Amy Wooldridge, Recreation and Parks Director
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibit:
1. Agreement