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THE CITY OF CITY COUNCIL AGENDA REPORT [~L£~S~4NTONo December 2, 2008 Finance TITLE: APPROVE A CONTRACT WITH ACTIVE NETWORK IN AN AMOUNT NOT TO EXCEED $160,000 TO EXPAND CASHIERING SYSTEM TO ADDITIONAL CITY DEPARTMENTS SUMMARY The Active Network ("Active") cashiering system has been utilized in the Parks and Community Services Department areas for ten years (class registration and facility rentals). The current Active system has allowed staff to expand services to customers while reducing the time spent collecting and accounting for revenues. Internal financial controls have also been strengthened. This proposed expansion would integrate all City cash collections under one system, including Finance, Utility Billing, Community Development Services, Police and the Library. The current cashiering systems in these City departments are outdated, do not meet current needs and have ineffective customer support. RECOMMENDATION Authorize the City Manager to execute a contract with Active Network to expand cashiering services to other City departments in an amount not to exceed $160,000 (includes the first year maintenance and support) and authorize the purchase of up to three server platforms in an amount not to exceed $30,000. FINANCIAL STATEMENT The cost to implement additional cashiering integrations to Finance, Utility Billing, Police, Library and Community Development Services is $125,569 and the annual maintenance and support cost is $19,600. Staff is recommending Council approve a 10% contract contingency to allow for: (1) additional staff training (if necessary) beyond the contract terms; and (2) consultant travel expense. In addition, up to three server platforms will be required to host the system at a cost of $20,000 to $30,000. Sufficient funding for the cashiering system and server platform(s) is budgeted in the Equipment Replacement Fund. The annual maintenance cost would be budgeted among the various user departments and would be budgeted as an ongoing expense.