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BACKGROUND In 2005, the Finance department solicited proposals for automated cashiering systems. As an outcome of that process, a system was installed for Finance and Utility Billing. In addition to this system, other City departments, such as Parks and Community Services, utilize unique cashiering systems from other vendors, including Active, to meet their needs. Since the installation of the Finance and Utility Billing sofiware system, the fact that all systems are not fully integrated and consolidated has created a number of operational issues including separate accounting for transactions from the individual cashiering systems. As a result of this issue, staff began reviewing the potential for fully integrating all systems in a single software and hardware solution for cashiering. Rather than conducting a new request for proposal process, staff decided to look first at the 2005 proposals since they represent the major sofiware vendors servicing this field. As an outcome of that review, staff determined that the proposal submitted by Active could fully meet the City's needs if updated to reflect current features and cost. As a result, staff decided to negotiate an agreement with Active rather then conduct a new request for proposal process which would be time consuming, costly and will almost certainly result in the selection of Active as it offers the best alternative for consolidating systems. The outcome of these negotiations is reflected in this report. DISCUSSION Each City department that collects fees and payments currently processes these transactions using separate cashiering systems. The Library utilizes a standard cash register, with no integration to the library software system; Community Development, Finance and Utility Billing use a system that has limited compatibility with the General Ledger, and poor customer support capabilities; the Police department has a standard cash register with no integration and Parks and Community Services utilizes the Active Network cashiering system. While these stand alone systems may meet minimum department needs, their lack of integration and full features limits customer service and coordinated financial management. As a result, the Finance Department has reviewed alternatives to address the issue. The Active Network cashiering system has been utilized at most of the City's Parks and Community Services areas for over ten years for class registration, facility rentals and other fee based services. During this time, Active has continually updated the system to incorporate advances in technology. (The City recently began offering 24/7 online class registration to recreation customers which has been well received). Active has better accounting and reporting capability than the system currently operating in the Finance Department (including Utility Billing), which saves staff time and results in improved cash control. Active also provides excellent customer support. The proposed purchase would provide a comprehensive, City-wide, integrated cashiering solution. The benefits of incorporating the Active system throughout the organization are numerous: Page 2 of 3