Title
Resolution to Approve an Amendment to the Agreement with CivicPlus, LLC (FKA “Rec1”) for Annual Software Maintenance and Support ($32,388.00 Annually)
Memorandum
Attached for your review and action is a resolution approving an amendment to the Agreement with CivicPlus (formerly known as “Rec1”) to note the vendor’s new name (Rec1 was acquired by CivicPlus), to shift the City to annual billing, and to add certain insurance and other data security protections related to the service. The annual cost of this Agreement, as amended, will be $32,388.00 with a 5% annual increase in 2022. CivicPlus provides maintenance and support of the Parks and Recreation Program Registration software.
Budget/Fiscal Impact: This expenditure is planned and budgeted in the approved FY2020 Parks and Recreation budget. Staff plans to budget sufficient amounts to cover the expenditure in future years.
The CivicPlus solution provides efficient tools for the administration of all parks operations and provides the community with a robust on-line registration system. In addition, using this system enables facility staff to have better control of registration options, simpler communication with participants, and more efficient ways to manage programs; all of which will give staff more time to interact with customers in our facilities.
It is imperative to maintain the agreement with CivicPlus to receive application updates and maintain support.
CivicPlus complies with the requirements of the City’s Non-discrimination and Living Wage ordinances.
Staff
Prepared by: Josh Landefeld, Parks & Recreation Services Deputy Manager
Reviewed by: Colin Smith, Parks & Recreation Services Manager
Derek Delacourt, Community Services Area Administrator
Approved by: Tom Crawford, Interim City Administrator
Body
Whereas, CivicPlus, LLC (formerly “Rec1”), is the developer of the Parks and Recreation Program Registration software system that the City uses;
Whereas, The City entered into an agreement with Rec1 on December 30, 2016 (“Agreement”) for Rec1 to provide maintenance and support of the Parks and Recreation Program Registration software;
Whereas, The attached Amendment to the Agreement is necessary to note Rec1’s new name (CivicPlus), to shift the City to annual billing, and to add certain insurance and other data security protections related to the service;
Whereas, The attached amendment and continuation of the agreement with CivicPlus is necessary to receive application updates and maintain customer support;
Whereas, CivicPlus complies with the requirements of the City’s Non-discrimination and Living Wage ordinances; and
Whereas, Funding for the agreement, as amended, is budgeted for and available in the FY2020 Parks and Recreation Services Unit budget;
Whereas, Staff intends to budget sufficient funds in future fiscal years for this service to cover the annual cost, which shall increase 5% annually in 2022;
RESOLVED, That City Council approve the attached Amendment with CivicPlus, LLC in the amount of $32,388 annually, with a 5% annual increase in 2022 and thereafter, subject to appropriation of such funds in all future years;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said Amendment after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this resolution including execution of any authorized renewals and any changes or amendments that do not exceed the amounts authorized herein.