70-M0087-26-CP351 - Active Network Sole Source

The City of Santa Fe is requesting approval for a sole source procurement with Active Network for software services and subscriptions under contract 70-M0087-26-CP351, with approval due September 14, 2026. This is a non-competitive procurement; Active Network is the sole qualified vendor.

The scope covers recreation and parks management software (ACTIVENet platform) and related services for the ITT Department at Mouton Hall and the Parks & Recreation Department. Deliverables include a Business Process Assessment engagement, staff training, testing support, and configuration work to extend ActiveNet capabilities to the Parks & Open Space Division's two sites, with integration into the city's Tyler Munis ERP system. Active Network has been the incumbent vendor since 2009, maintaining over 15 years of historical data embedded in the production system for the Recreation Division.

The total contract value is $176,888 inclusive of gross receipts tax, with Year 1 costs of approximately $97,888. Annual subscription pricing is approximately $79,000 ($70,000 for core ACTIVENet, $4,000 for Captivate, and $5,000 for Connect), plus a one-time Advanced On-site BPA assessment of $12,600 and training and hardware costs of approximately $7,288. The contract term is two years with a desired delivery date of August 1, 2026. The city determined that Active Network is the sole qualified vendor based on irreplaceable institutional knowledge, unique ability to deliver platform-specific business process assessment services, preservation of substantial prior integration investments with Tyler Munis, demonstrated low-risk path compared to prior failed implementation attempts, and seamless extension capabilities to the Parks Division. The contract includes termination for convenience with six months' written notice. Eric Candeleria, ITT Department Director, is the primary contact at edcandeleria@santafenm.gov.