Services and subscriptions for ITT department/mouton hall and the parks & recreation department

The City of Santa Fe, New Mexico is seeking approval for a sole-source professional services contract with Active Network, LLC for recreation and parks management software services and subscriptions, with proposals due September 12, 2026. This is a sole-source determination; no competitive bidding is anticipated.

The scope encompasses a two-year contract to unify Recreation and Parks operations on a single platform, modernizing citizen-facing online registration and facility-booking capabilities, integrating financial operations with the Tyler Munis ERP system, and extending services to the Parks & Open Space Division. Active Network has operated as the live production system for the Recreation Division since 2009, maintaining 15+ years of historical operational data including citizen memberships, program registrations, facility rentals, and custom configurations. The City evaluated alternatives—CivicRec, Xplor Recreation, and Kaizen Labs—and determined them unsuitable due to data migration risks, loss of existing Tyler Munis integration investments, staff retraining burdens, extended implementation timelines, and inability to leverage the existing platform for Parks Division expansion.

The total contract value is $176,888 including gross receipts tax, with Year 1 costs at $97,888 and annual ongoing subscription costs of approximately $79,000 (comprising $70,000 for core ACTIVENet, $4,000 for Captivate, and $5,000 for Connect). Year 1 costs include a $12,600 Advanced On-site Business Process Assessment and one-time training and hardware costs of approximately $7,288. The contract term is two years beginning in Fiscal Year 2027. The proposed agreement includes termination for any reason with six months' written notice and removes automatic renewal clauses, providing a low-risk trial mechanism before renewal commitment. Delivery is requested by August 1, 2026. The City is served by the Information Technology & Telecommunications Department and the Parks & Recreation Department.