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Active Network Sole Source 2027-130-Request

Status:

Review

Amount:

$176,888.00

Last Action:

Approved

Actions

SOLE SOURCE REQUEST AND DETERMINATION

Name of Request

Active Network Sole Source

Created On

07/30/2026

Summary of Request

Request for Approval of Sole Source with Active Net in the Total Amount of $176,888 including gross receipts tax. Services and subscriptions for ITT Department/Mouton Hall and the Parks & Recreation Department. (Eric Candeleria, ITT Department Director;

edcandelaria@santafenm.gov)

No Background or Category Codes

Requestor

EG Erin Gomez

Approval Group

Information Technology & Telecommunications Admin

Creator

EG Erin Gomez

Desired Delivery Date

08/01/2026

Fiscal Year

FY27

Purchase Details

Total Budget Amount $176,888.00

Sole Source Assessment

Date of Submission:

07/30/2026

Department Contact:

Erin Gomez

Email:

eagomez@santafenm.gov

Phone Number 505-637-1552

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Procurement Analyst Posting Waiting For

KM Kristy Miera Procurement Analyst Senior

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On Hold Reject Approve

SOLE SOURCE REQUEST AND DETERMINATION Purchase Details Sole Source Assessment Attachments1

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8/13/26, 2:35 PM Request Approval https://procurement.opengov.com/governments/1784201/requisitions/63685 1/6 https://procurement.opengov.com/governments/1784201/requisitions https://procurement.opengov.com/

Quantity of the Goods or Service 2 years

Type of Good or Service Professional Services

Justification Sole Vendor

Explain the Purpose/Need of the Purchase The procurement is required to address the following critical business needs:

1. Unification of Recreation and Parks Operations: Establish a single, consistent platform across both divisions to eliminate system fragmentation, enable shared data and reporting, optimize facility and staff resource allocation, and provide citizens with a unified experience regardless of which division manages a given program or facility.

2. Modernization of Citizen-Facing Capabilities: The current legacy ActiveNet installation lacks integrated online merchant services, citizen self-service for online registration and facility rental viewing/booking, and automated outbound communications (program confirmations, reminders, facility closure notices, etc.). Citizens must physically visit facilities to complete many transactions. The BPA and associated configuration work will unlock modern web portal and mobile capabilities, dramatically improving accessibility, convenience, and customer satisfaction.

3. Operational Efficiency and Front-Desk Improvements: Current processes suffer from inefficiencies in transaction processing speed and line management during peak periods. The BPA will deliver best-practice recommendations and targeted configurations to streamline workflows, reduce processing times, and improve staff productivity.

4. Contractual Compliance and Risk Mitigation: Replacement of the outdated 2009 agreement with current terms (termination rights, notice periods, pricing clarity, compliance provisions) is legally and operationally necessary. The new agreement must also accommodate the BPA scope and integration work.

5. Completion of Critical Financial Integration: Finalize and operationalize the automated interface between ActiveNet and Tyler Munis to eliminate manual data entry/reconciliation performed by staff, improve accuracy and timeliness of financial reporting, and support audit and GASB compliance requirements.

6. Rapid Value Delivery with Low Risk and Cost: The BPA provides a low-cost ($12,600 for the Advanced On-site assessment), short-duration (days) mechanism to assess current usage, implement prioritized improvements, and train staff—delivering immediate operational benefits while allowing the City to evaluate ActiveNet’s ongoing performance and support before committing to a longer-term relationship. This “assess-then-scale” approach is far lower risk than a full competitive replacement.

7. Avoidance of High-Risk, High-Cost Full Replacement: A competitive procurement and new system implementation would require full data migration of 15+ years of historical records, extensive retraining of dozens of staff across multiple sites, development of entirely new integrations (Munis, Active Directory, etc.), parallel operations during cutover, and significant change management. The prior Vermont implementation experience demonstrated the substantial operational and project risks of such an approach. The selected path preserves institutional knowledge, data integrity, and prior integration investments while still achieving the modernization and unification goals.

Failure to proceed with this procurement would leave the City with continued operational fragmentation, outdated citizen services, an invalid long-term contract, manual financial processes, and inability to efficiently meet community demand for recreational programming and facility access.

Conversion:

To Contract

Term of Contract (Sole Source) 2 years

Department Criteria:

The following criteria represent the minimum functional, technical, integration, and operational requirements established through project charter development, stakeholder input, and operational analysis. Any solution must fully satisfy these requirements to meet the City’s intended purpose.

Functional Requirements

• Comprehensive recreation and parks management: program/league registration and scheduling, facility/park/room/party space rentals and availability management, membership management, point-of-sale and ticketing, permitting, and contract administration across multiple sites.

• Citizen self-service capabilities: public web portal and mobile access for online registration, viewing real-time availability, booking rentals, making payments, and managing personal accounts and registrations.

8/13/26, 2:35 PM Request Approval https://procurement.opengov.com/governments/1784201/requisitions/63685 2/6

• Automated communications: email and/or SMS notifications for registration confirmations, reminders, waitlist status, facility/program closures, and promotional messaging.

• Multi-division and multi-site support with role-based access control, departmental data partitioning (Recreation vs. Parks), and appropriate cross-visibility for shared resources and reporting.

• Robust reporting and analytics: utilization, revenue, attendance, demographic, and operational metrics to support data-driven programming, budgeting, and performance management decisions.

Technical and Integration Requirements

• Integration with City of Santa Fe Active Directory for centralized user authentication and single sign-on (SSO) for staff users.

• Automated or API-based financial integration with Tyler Munis ERP (general ledger, accounts receivable, revenue recognition) supporting daily or near-real-time data transfer—building directly on existing City IT development work specific to the ActiveNet data model and export formats.

• Secure, reliable SaaS delivery model with appropriate uptime SLAs, data backup, disaster recovery, and business continuity provisions suitable for a public-facing municipal service.

• Compliance with applicable government security, privacy, accessibility, and audit standards for handling citizen personal and financial data.

Operational and Implementation Requirements

• Vendor-led Business Process Assessment (BPA) by platform experts to review current “as-is” workflows, identify configuration and process improvement opportunities, and deliver prioritized recommendations aligned with City objectives and best practices.

• Comprehensive training for system administrators and end-users (front desk staff, supervisors, and administrative personnel) across Recreation and Parks sites, plus provision of user manuals, configuration guides, and ongoing support documentation.

• Testing support including test planning, scripts, UAT assistance, defect management, and performance validation.

• Low-disruption implementation approach suitable for live public operations, with clear rollback or contingency options.

• Explicit scope and methodology for extending platform capabilities to the Parks & Open Space Division’s two sites and workflows, leveraging shared database/facilities functionality where appropriate to avoid redundant implementation effort.

• Favorable contractual terms including termination for convenience, reasonable notice periods, transparent pricing, and defined support/maintenance commitments.

Vendor Name Active Network

Vendor's Address 3400 N. Central Expressway Suite 300 Richardson, TX 75080

Assessment of Vendor's Exclusive Qualifications:

After good faith review of available market alternatives and careful consideration of the City’s unique operational history, data assets, integration investments, risk tolerance, and timeline requirements, Active Network, LLC is the only vendor capable of satisfying the criteria in Section 3 in a manner that meets the intended purpose of this procurement. The following factors demonstrate ActiveNet’s exclusive qualifications:

1. Incumbent with Irreplaceable Institutional Knowledge and Historical Data: ActiveNet has served as the live production system for Recreation Division operations since 2009—approximately seventeen years. It contains the City’s complete historical record of citizen memberships, program registrations, facility rentals, transactions, attendance, and custom configurations developed specifically for Santa Fe’s workflows, fee structures, facility setups, and business rules. No other vendor has access to this data or the embedded understanding of how the City actually operates the system. Any alternative would require a full, high-risk data migration effort involving extraction, transformation, validation, and re-loading of over 15 years of operational history, with inherent risks of data loss, corruption, or incomplete records. ActiveNet alone can deliver modernization without this migration burden.

2. Unique Ability to Deliver the Selected Business Process Assessment (BPA): The core of the recommended approach is ActiveNet’s proprietary BPA engagement, conducted by their own subject matter experts who possess intimate, up-to-date knowledge of the platform’s full feature set, recent enhancements (including mobility, web portal, and Captivate/Connect capabilities), configuration options, and optimization techniques. This assessment directly addresses the project charter risk of “inability of users to conceptualize and verbalize their requirements because they do not understand best practices.” Third-party consultants or competing vendors cannot replicate this platform-specific expertise or authority with equivalent speed, depth, or credibility. The BPA is inherently a vendor-specific service.

3. Preservation of Substantial Prior Integration Investments: City IT staff have already dedicated significant time and effort to designing and partially implementing the financial data interface between ActiveNet POS and Tyler Munis (including identification of required toolkits and development of export methodologies). This work is tailored to ActiveNet’s specific data structures, export formats, and APIs. ActiveNet personnel can collaborate directly and efficiently to complete and validate this integration. A different vendor would require the City to abandon this investment and initiate a new integration project from zero with an unfamiliar system—adding substantial cost, delay (likely many additional months), and technical risk.

4. Demonstrated Low-Risk Path Avoiding Prior Implementation Failures: The 2024–2025 attempt to implement Vermont Systems https://procurement.opengov.com/governments/1784201/requisitions/63685 3/6

Rectrac encountered significant difficulties and was ultimately halted mid-project, resulting in wasted effort and reinforcing stakeholder caution regarding full rip-and-replace initiatives. The BPA + targeted reconfiguration approach allows the City to retain all existing data, user accounts, historical records, trained staff knowledge, and live integrations while rapidly improving the operational system. This dramatically reduces project duration, cost, training burden, and—most importantly—operational risk to public-facing services. No other vendor can offer an equivalent “stay-and-improve” path for the current ActiveNet footprint.

5. Seamless Extension to Parks Division: The BPA scope and subsequent configuration work explicitly encompass extending ActiveNet capabilities to the Parks & Open Space Division’s two sites and workflows. Because Parks can utilize the same underlying platform and database (with appropriate security and workflow partitioning), this avoids the need for a separate full implementation project that any alternative vendor would require. ActiveNet experts are uniquely positioned to determine the optimal configuration approach for shared facilities functionality versus any targeted enhancements.

6. Contractual Terms Aligned with City Interests and “Assess-Then-Commit” Flexibility: ActiveNet has negotiated in good faith to address City concerns, agreeing to a new two-year agreement with annual subscription pricing of $70,000 for core ACTIVENet (plus $4,000 Captivate + $5,000 Connect = ~$79,000 ongoing annual), removal of automatic renewal clauses, and termination for any reason with six months’ written notice. Combined with the low-cost entry point of the $12,600 Advanced BPA (plus one-time training/hardware of ~$7,288), with Year 1 totaling $97,888 and estimated two-year cost of $176,888, this structure allows the City to validate performance and realized value before any renewal, while providing a clear off-ramp if expectations are not met. Competing vendors would require a new competitive solicitation, lengthy contract negotiations from a blank slate, and no equivalent low-risk trial mechanism tied to the current environment and data.

7. Prior Market Evaluation Supports Sole Source Determination: The City previously conducted a competitive vendor landscape analysis and internal review process. While other capable recreation management vendors exist in the marketplace, none were determined to offer a lower-risk, faster, or more cost-effective path to the specific objectives of (a) unifying operations, (b) modernizing the existing ActiveNet installation, and (c) preserving the City’s substantial integration investments and institutional knowledge. The BPA approach was deliberately selected as the most expeditious methodology. The six-month termination right in the proposed agreement provides ongoing flexibility to reassess and pursue alternatives if ActiveNet performance does not meet expectations after initial optimization.

Explanation of Unsuitable Alternatives While other recreation management software vendors exist in the marketplace (including CivicRec/CivicPlus, Xplor Recreation, and Kaizen Labs), none can meet the City’s specific operational, technical, financial, and risk requirements for this procurement. The following factors demonstrate why alternative solutions are unsuitable:

1. Data Migration Requirements and Associated Risks Any alternative vendor would require a complete extraction, transformation, validation, and migration of more than fifteen years of historical data currently residing in ActiveNet. This includes citizen memberships, program registrations, facility rentals, transactions, attendance records, and custom configurations unique to the City’s four Recreation facilities. The risk of data loss, incomplete records, or operational disruption during migration is substantial. The prior mid-implementation abandonment of Vermont Systems Rectrac in 2024–2025 further underscores the operational and project risks inherent in full system replacement.

2. Loss of Existing Integration Investments City IT staff have already invested significant time and resources developing a financial interface between ActiveNet POS and the Tyler Munis ERP system. This work is specifically tailored to ActiveNet’s data structures, export formats, and APIs. Switching to an alternative vendor would require discarding this progress and initiating a new integration effort from scratch, resulting in additional cost, delay, and technical risk.

3. Staff Familiarity and Change Management Burden Recreation Division staff have operated ActiveNet continuously since 2009. A new system would necessitate comprehensive retraining across multiple sites, new user adoption, and significant change management effort. This would increase project duration, cost, and the potential for operational disruption during the transition period.

4. Timeline and Cost Disparity A competitive selection and full implementation of a new platform would typically require 12–24 months and substantially higher costs (software licensing, professional services, data migration, parallel operations, and extensive training). In contrast, the selected Business Process Assessment and configuration approach with the incumbent vendor can deliver prioritized improvements and platform extension to Parks & Open Space within a far shorter timeframe and at significantly lower cost.

5. Inability to Leverage the Existing Platform for Parks Extension The Business Process Assessment scope includes evaluating and configuring the existing ActiveNet platform for use by the Parks & Open Space Division. Alternative vendors would require a complete new implementation for Parks rather than an extension of a shared platform and database, increasing both cost and complexity.

6. Results of Prior Market Evaluation The City previously conducted a vendor landscape analysis evaluating ActiveNet, CivicRec, Xplor Recreation, and Kaizen Labs. After review of demonstrations, capabilities, and internal stakeholder input, senior leadership determined that none of the alternative solutions offered a lower-risk or more cost-effective path to the specific objectives of modernizing current ActiveNet operations, completing the Munis integration, and unifying Recreation and Parks under a single platform while preserving existing data and institutional knowledge.

Place checkmarks to affirm this request aligns with each of the requirements in NMSA 1978, Section 13-1-126 There is only one source for the required service, construction, or item of tangible personal property.

The service, construction, or item of tangible personal property is unique and this uniqueness is substantially related to the intended purpose of the contract.

Other similar services, construction, or items of tangible personal property cannot meet the intended purpose of the contract.

https://procurement.opengov.com/governments/1784201/requisitions/63685 4/6

Place checkmarks to affirm you agree and have included these documents The vendor has affirmed sole source for the services, construction, or items of tangible personal property by providing a letter on company letterhead signed by leadership affirming they are the sole provider of the goods/services outlined in the scope of work, and documentation has been provided that due diligence was conducted to identify other possible vendors/contractors to provide the requested services/goods but proved unsuccessful.

Itemized price quote from sole source vendor fully detailing costs for goods/services in scope of work. (Must state whether they are going to charge tax or not.)

If contract value exceeds CM Approval Amount, include agenda item to present to 2 Committees and Governing Body.

The requesting department has verified through Pavilion, internet searches, and other market research that these sources are not available from alternative vendors.

Attachments

Uploaded Documents

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Sole Source Letter 08-11-26 - City of Santa Fe.pdf

Active Network Renewal.pdf

CM-350-Active_Network_Sole_Source_Packet_corrected_.pdf

NTTC_Global Payments dba Active Network.pdf

Request Submitted

Created By

EG Erin Gomez

Submitted by Erin Gomez on 8/12/26 at 10:59am

Returned on 8/4/26 at 3:58pm

Submitted by Erin Gomez on 8/4/26 at 10:55am

Returned on 8/3/26 at 2:28pm

Submitted by Erin Gomez on 7/30/26 at 11:29am

Director

Approved

Director Review

EC Eric Candeleria

Approved by Eric Candeleria on 8/12/26 at 1:46pm

Workflow

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8/13/26, 2:35 PM Request Approval https://procurement.opengov.com/governments/1784201/requisitions/63685 5/6 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Approved by Eric Candeleria on 8/4/26 at 11:04am

Approved by Eric Candeleria on 7/30/26 at 11:38am

Procurement Analyst Review 1

Approved

Procurement Analyst Senior

KM Kristy Miera

Approved by Kristy Miera on 8/13/26 at 9:21am

Rejected by Kristy Miera on 8/4/26 at 3:58pm

Attach the vendor's sole source letter. Include the original contract and amendments. All sole sources from this vendor should be included in this request. Justify the amount in the Sole Source, as it does not match the quote provided by the vendor.

Rejected by Kristy Miera on 8/3/26 at 2:28pm

Need the prior history of the vendor

CPO Review

Approved

0 of 1 Approvals Needed

Travis Dutton-Leyda Chief Procurement Officer (CPO)

JL JoAnn D. Lovato Montaño Procurement Manager

Approved by JoAnn D. Lovato Montaño on 8/13/26 at 11:00am

4 Procurement Analyst Posting

Waiting for Approval https://procurement.opengov.com/governments/1784201/requisitions/63685 6/6

Three Alliance Center, 29th Fl.

3550 Lenox Rd. #3000 Atlanta, GA 30326 www.ACTIVENetwork.com

DC3 - Sensitive

August 11, 2026

City of Santa Fe, NM Purchasing Office ATTN: Chief Procurement Officer 200 Lincoln Ave Santa Fe, NM 87501

To Whom it May Concern, This letter confirms that Active Network, LLC (“Active”) is the sole source vendor for Active’s software product, ACTIVENet. The ACTIVENet product is only available through Active, and Active is the owner or authorized licensor of all the proprietary rights contained in the ACTIVENet product. Active does not market

ACTIVENet through any other companies, distribution channels, or consultants.

If you have any questions or require additional information, please feel free to contact your sales representative, Carlos Peixoto, at any time Carlos.Peixoto@activenetwork.com.

Best regards, Kevin Farmer

Vice President, Sales

Docusign Envelope ID: 3CAA9CAB-6984-8BAA-8094-C07E3D7568FC

CN

mailto:%20Carlos.Peixoto@activenetwork.com