It is recommended that the City Council authorize an annual Maintenance Agreement for Class Software with Active Network, LLC, using the City of Arlington Contract No. 0135005 for the Information Technology Solutions Department for the total amount up to $80,000.00.

IT Solutions will use this annual Agreement for Class Recreation Management Software Maintenance and Support being utilized by the Park and Recreation Department as a tool for its community centers. Maintenance for the Class Recreation Management Software System will provide continued software updates for program registration, facility booking, membership and pass management (ID cards), sport scheduling, credit/debit card payment processing, report customization and program registration via the Internet.

PRICE ANALYSIS - City of Arlington contract with Active Network,  Inc., for class recreation management software unit prices are eight percent lower than the previous agreement awarded February 2012, (M&C C-25436 ). Staff reviewed the pricing and found pricing to be fair and reasonable.  

COOPERATIVE PURCHASING - State law provides that a local government purchasing an item under a Cooperative Purchasing Agreement satisfies state law requiring that the local government seek competitive bids for purchase of the item. The City of Arlington contract have been competitively bid to increase and simplify the purchasing power of government entities across the State of Texas.

M/WBE - A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office, in accordance with the BDE Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible.

ADMINISTRATIVE AMENDMENT – An administrative increase or amendment may be made by the City Manager for an amount up to $20,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated.

AGREEMENT TERM - Upon City Council's approval, this Agreement will begin September 28, 2016, and expire June 30, 2017, to coincide with the expiration date of City of Arlington Contract.

RENEWAL OPTIONS - This Agreement may be renewed for up to four additional one-year terms at the City's option, per the conditions established in the contract between the City of Arlington and the individual vendor. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligation during the renewal term.