Title
Resolution to Approve a Three-Year Software Subscription Agreement with EnergyCAP, LLC for Municipal Energy Monitoring Software ($120,701.53) (8 Votes Required)
Memorandum
Attached for your review and approval is a resolution authorizing the City to engage in a three-year software subscription agreement with EnergyCAP, LLC to track, monitor, and evaluate municipal energy usage. The total award is for $120,701.53 over a three-year period, inclusive of one-time start-up costs as well as ongoing maintenance costs. In addition, staff are requesting the option to add two, 1-year extensions to this award, should the software prove particularly valuable to the City’s decarbonization and budgeting efforts.
For the last year, staff in the Office of Sustainability and Innovations have been investigating various software platforms that will help manage municipal energy usage. Multiple different software applications have been viewed and analyzed. Upon evaluation, staff recommended moving forward with EnergyCAP, LLC due to its computational power, ability to rapidly upload historic data, analytical powers, and ease of use.
EnergyCAP, LLC is listed on the State of Michigan’s Sourcewell cooperative purchasing agreement and is compliant with the City’s living wage, nondiscrimination, and conflict of interest policies.
Budget/Fiscal Impact: The cost of the software subscriptions totals $62,779.03 in year one, $28,393.38 in year two, and $29,529.11 in year three. Funding for the first two years of this work are programmed into the Office of Sustainability and Innovations FY26 and FY27 budgets.
Staff
Prepared by: Dr. Missy Stults, Sustainability and Innovations Director
Reviewed by: Kim Hoenerhoff, Financial Analyst
Reviewed by: Valerie Jackson, Assistant City Attorney
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The City of Ann Arbor has set the goal of community-wide carbon neutrality by the year 2030, which includes efforts to decarbonize the City’s facilities and buildings;
Whereas, The City is in need of software to help manage energy usage and bills to help ensure expenses are appropriate and identify opportunities to lower energy usage;
Whereas, The City investigated multiple software platforms capable of meeting the City’s needs and determined that EnergyCAP, LLC was the most appropriate;
Whereas, EnergyCAP, LLC is listed on the State of Michigan Sourcewell cooperative purchasing agreement;
Whereas, To be effective, the City is looking at a multi-year agreement; and
Whereas, Costs for this software were programmed into the existing FY26 and FY27 Office of Sustainability and Innovations budgets;
RESOLVED, That City Council approve a three-year subscription agreement with EnergyCAP, LLC for municipal energy monitoring software in an amount not to exceed $120,701.53 over the three-year period;
RESOLVED, That City Council authorize two optional one-year extensions to this agreement, at the discretion of the City Administrator;
RESOLVED, That any remaining funding in the Office of Sustainability and Innovations FY26 expenditure budget related to this Software Subscription Agreement with EnergyCAP, LLC be carried forward without regard to fiscal year;
RESOLVED, That the Mayor and City Clerk are authorized and directed to execute the agreement after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator is authorized to take all appropriate actions to implement this resolution and the agreement.