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File #: 20-0787    Version: 1 Name: 7/6/20 - Allovance Agreement
Type: Resolution Status: Passed
File created: 7/6/2020 In control: City Council
On agenda: 7/6/2020 Final action: 7/6/2020
Enactment date: 7/6/2020 Enactment #: R-20-259
Title: Resolution to Approve an Agreement with Decision Support Systems, LLC, DBA Allovance for a Capital Improvement Plan Prioritization and Database Software and Consulting Services (est. $282,260.00 over 5 years) and to Appropriate funds from the FY21 Information Technology Fund ($109,760.00) (8 Votes Required)
Attachments: 1. RFP_20-19_Document.pdf, 2. AllovanceContract.docx, 3. Exhibit b FeesAllovance.pdf
Title
Resolution to Approve an Agreement with Decision Support Systems, LLC, DBA Allovance for a Capital Improvement Plan Prioritization and Database Software and Consulting Services (est. $282,260.00 over 5 years) and to Appropriate funds from the FY21 Information Technology Fund ($109,760.00) (8 Votes Required)
Memorandum
This resolution requests approval of a professional services agreement with Decision Support Systems, LLC, DBA Allovance ("Allovance") for 5 years, for the purchase of CIP prioritization and database software, support, and maintenance of the Allovance product through a SaaS subscription model as well as for associated consulting services. The total amount of contract is estimated at $282,260.00. This figure includes $215,625.00 in annual license and maintenance fees over the 5-year period. It also includes a not-to-exceed amount of $66,635.00 on an hourly contractual basis for initial year consulting and customization services including data import from the City's existing CIP database, customization of Allovance software to meet City requirements, workshops utilizing Allovance decision-making software techniques to refine the City's prioritization system, training of staff on the new software, and creation of an API link between Allovance and City financial software for improved reporting.

Presently, for software management of data related to its Capital Improvement Program (CIP), the City utilizes a Microsoft(r) Excel(r) based prioritization model coupled with a Microsoft(r) Access(r) database that records detailed data about each project in the CIP. The database information is utilized to generate the CIP plan document presented to City Planning Commission and to create public-facing and internal CIP reports. Both software components are presently maintained in-house on City servers. Scores from the prioritization model must presently be manually entered into the Access(r) database. The present prioritization model has been in use since...

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