ACTION REQUESTED:
Title
Communication from the City Manager and Director of Community Development with a Request to APPROVE the SOLE SOURCE Annual Subscription CONTRACTwith BENEVATE, INC. d/b/a NEIGHBORLY SOFTWARE. (Requires 2/3 Vote of Council Members Voting - No Less Than 6 Votes)
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BACKGROUND: In the summer of 2020, the Community Development Department Grants Division moved to using an online software for grant programs to allow for online access during COVID. Employees requested demonstrations with several providers specifically for HUD grant management and selected Neighborly Software as the best option for the department's needs and the implementation time frame.
The software provides an online portal for users to submit applications, reports, bids and other required documents. In addition, the software allows for efficiencies in grant management such as the collection of accomplishment data and tracking of project budgets. In addition, it only has a one time set up fee for a program and then allows for modifications for a yearly application at no charge.
With the expansion of the number of programs and number of users in the software for additional programs through ARAP funds, the total cost has increased.
The attached agreement is for one year of licenses and the amount for setting up any new programs within the system. The first year for licenses is $27,600 and one-time implementation fee for any new programs is $2,500. The agreement also includes options to renew for year 2 and year 3 with estimated pricing provided for each year. If the actual price increases are lower, the City will pay the lower amount. If the actual price increases are higher, the City will only pay the estimated amount provided.
FINANCIAL IMPACT: $27,600 would be spend in CDBG and ARPA funds for user licenses to manage grant programs with the option of renewing for year 2 and year 3 as outlined. One time implementation fees for any new programs would also be incurred...
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