Item - 2023.GG4.21

The General Government Committee recommends that:

1. City Council grant authority to the General Manager, Parks, Forestry and Recreation, and the Chief Technology Officer to enter into, and execute an agreement, and any ancillary documents required to give effect to the agreement, with Active Network LLC, being the top-ranked proponent meeting the requirements set out in the nRFP Document Number 2915353397 for the provision and use of the ACTIVENet registration and booking system for an initial term of seven years from date of award in the amount of $10,257,675 excluding all applicable taxes and charges ($10,438,210 net of Harmonized Sales Tax recoveries) with the option to renew for up to five separate one year periods totaling an amount of $5,951,346 excluding all applicable taxes and charges ($6,056,090 net of Harmonized Sales Tax recoveries) for a total contract award value, inclusive of option years, in the amount of $16,209,021 excluding all applicable taxes and charges ($16,494,300 net of Harmonized Sales Tax Recoveries). The agreement will be in accordance with the terms and conditions as set out in the nRFP and satisfactory to the General Manager, Parks, Forestry and Recreation, and the Chief Technology Officer, and in a form satisfactory to the City Solicitor.

CLASS is an enterprise system, supplied by Active Network LLC and used by Parks, Forestry & Recreation (PFR), Economic Development & Culture (EDC), Toronto Employment & Social Services, Revenue Services and the City Clerk's Office. The City has been using CLASS for program registration, facility booking and cashiering since 1999. CLASS has reached its end of useful life and a replacement system is required.

The purpose of this report is to advise on the results of the Negotiable Request For Proposal (nRFP) Document Number 2915353397 for the provision of a Program Registration and Recreation Facilities/Space Booking System, and to seek authority from City Council to enter into an agreement with the recommended proponent, Active Network LLC, for a fixed period of seven years from the date of award, with the option to renew for up to five consecutive, one year periods, for the provision of ACTIVENet, a software system that will replace CLASS and be used for program registration and facilities/space booking services for PFR and EDC divisions.

The scope of this nRFP includes PFR and EDC divisions, however, the proposed agreement allows for and may be used by any City division, where deemed fit and where in compliance with relevant by-laws, and purchasing policies and procedures.

The cost of the initial seven year contract period, inclusive of system configuration, product development, services and annual fees is $10,257,675 excluding all applicable taxes and charges ($10,438,210 net of Harmonized Sales Tax recoveries). The City has negotiated the option to renew the contract for five consecutive, one year periods. The total cost of the 12 year period identified in contract is $16,209,021 excluding all applicable taxes and charges ($16,494,300 net of Harmonized Sales Tax recoveries).