Title
Resolution to Approve an Agreement with Decision Support Systems, LLC, DBA Allovance for Capital Improvement Plan Prioritization Software and Consulting Services for FY2026 - FY2031 ($308,625.00)
Memorandum
Attached for your review and approval is a resolution which authorizes a six-year license, support, and professional services agreement with Decision Support Systems, LLC, DBA Allovance (“Allovance”) in the amount of $308,625.00. This amount includes $284,625.00 for annual licensing and $24,000.00 to be used on an hourly, contractual basis for custom development services.
Budget/Fiscal Impact: The FY2026 portion of $47,437.50 for annual licensing is planned for and will be paid from the proposed Information Technology budget. The remaining $237,187.50 for annual licensing is anticipated to be budgeted for in the FY2027 through FY2031 Information Technology budgets as follows:
FY 2027: $47,437.50
FY 2028: $47,437.50
FY 2029: $47,437.50
FY 2030: $47,437.50
FY 2031: $47,437.50
The City of Ann Arbor has successfully used the Allovance software for the past five years to manage its Capital Improvement Plan (CIP). The Allovance platform has provided a comprehensive solution for strategic prioritization and capital planning, integrating strategic scoring, project alignment, and resource-based planning. The software has supported the development of transparent, data-driven CIPs and has been instrumental in enhancing the City's planning processes.
The new agreement will continue to provide the City with access to the Allovance web-based platform for unlimited users, maintain and host the platform with software updates, ensure uptime and security of the software, and provide user support through in-app chat, email, and video-based training resources. All previously implemented configurations, including City of Ann Arbor CIP models, strategic value scorecards by asset group, revenue source and fiscal year scheduling, and custom CIP report formats, will be maintained.
Additionally, Allovance will support City users in preparing and publishing the annual CIP, provide ad hoc guidance on using model comparison, project scoring, Gantt planning, and reporting modules, attend check-in meetings during each CIP planning cycle, and coordinate with the City's designated Project Manager to assess any functional or technical needs.
Allovance complies with the requirements of the City’s Non-discrimination and Living Wage ordinances.
Staff
Prepared by: Jake Chase, IT Applications Delivery and Enterprise BI Manager
Reviewed by: Joshua Baron, Director, Information Technologies Service Unit
Reviewed by: Kim Buselmeier, Financial Manager
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The City is in need of continuing the use of the Allovance software to manage its Capital Improvement Plan prioritization model and projects database;
Whereas, The FY2026 portion of $47,437.50 for annual licensing is planned for and will be paid from the proposed Information Technology budget;
Whereas, The remaining $237,187.50 for annual licensing is anticipated to be budgeted for in the FY2027 through FY2031 Information Technology budgets; and
Whereas, Allovance complies with the requirements of the City’s Conflict of Interest and Non-Discrimination Ordinances;
RESOLVED, That City Council approve the Professional Services Agreement with Decision Support Systems, LLC, dba Allovance for Capital Improvement Plan Prioritization Software and Consulting Services for an amount not-to-exceed $308,625.00 over six years (“Agreement”);
RESOLVED, That the amounts authorized for custom work ($24,000.00) may be used without regard to fiscal year;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the Agreement after approval as to form by the City Attorney and approval as to substance by the City Administrator; and
RESOLVED, That the City Administrator be authorized to take the necessary actions to implement this resolution, including execution of any amendments that do not exceed the authorized expenditure, and termination of the Agreement per its terms, if necessary.