HomeMy WebLinkAbout2021-10-26 - AGENDA REPORTS - CIVICREC CONTRO
Agenda Item: 3
1. CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: �1 A11�44_1)
DATE: October 26, 2021
SUBJECT: AWARD OF RECREATION MANAGEMENT SYSTEM SUPPORT
CONTRACT
DEPARTMENT: Administrative Services
PRESENTER: Benny Ives
RECOMMENDED ACTION
City Council:
1. Award a three-year contract, with two optional one-year renewals at the City's discretion, to
CivicPlus, LLC (CivicPlus), for the continued use of CivicPlus' Recreation Management
system (CivicRec), for a total amount not to exceed $179,069.
2. Authorize the City Manager or designee to execute all contracts and associated documents,
subject to City Attorney approval. Authorize the City Manager to execute up to two annual
renewal options subject to satisfactory performance and budget authorization.
BACKGROUND
In 2013, the City Council approved a contract with CivicPlus, LLC, (CivicPlus) for Recreation
Management (aka CivicRec) Software to replace the City of Santa Clarita's (City) original
system, known as ActiveNet.
The CivicRec application is used to manage all aspects of the City's recreation programs,
inclusive of Seasons classes, as well as facility rentals by the public and marriage services.
Primary users of the system include City staff from the Recreation and Arts & Events divisions,
as well as the general public. The system offers online registration and payment for classes and
in -person check -ins at City facilities.
Since 2013, CivicRec has registered more than 54,000 participants and generated revenues in
excess of $30 million. In accordance with the City's Purchasing Policy for Technology, staff
reviewed competing solutions to support the existing system in -place and determined that
CivicRec still met the City's needs most effectively and recommends continued use of the
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platform.
This item seeks City Council's authorization to enter into a new contract with CivicPlus for an
initial three-year term at a cost of $105,573, with two optional one-year renewals at the City's
discretion, which if exercised, would bring the contract total to an amount not to exceed
$179,069. The total cost includes user licensing/hosting fees, support/maintenance, and upgrades
and feature enhancements throughout the term of the agreement.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds are available in Technology Services expenditure account 1002200-516101 to
facilitate the recommended action.
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