COUNCIL COMMUNICATION
TO: Honorable Mayor and Council
FROM: Vijette Saari, Grants Manager
SUBJECT:Title
Action: Statement of Work for a Grant Management System Software, Professional and Support Services with OpenGov, Inc. (Vijette Saari)
Body
FUNDING SOURCE:
General Fund
PURPOSE:
To consider approving a Statement of Work (SOW) for software, professional and support services for a Grants Management System Software-as-a-Service (SaaS) under Master Services Agreement (MSA) (Contract 500754) with OpenGov, Inc. (OpenGov), in accordance with City Code Section 3.10.010.3.A.18.
BACKGROUND:
In 2022, the City brought the grants management process as a division in the City Manager’s Department to provide technical assistance for the submission, acquisition and administration of grants in support of all Lake Havasu City departments. The current process relies on manual documentation, extensive email exchange, phone calls, and duplicative meetings to ensure compliance throughout the grant lifecycle. A modern Grants Management System (GMS) is necessary to effectively manage the increasing volume and complexity of grant-funded projects. The OpenGov GMS will provide a centralized platform for all City departments for the complete lifecycle of grant management, including application submission, award confirmation, distribution of grant funds, agreement execution, and project implementation, monitoring and project reporting.
COMMUNITY IMPACT:
The implementation of the OpenGov GMS will enhance the City's ability to secure and efficiently manage critical funding for community projects. By improving application quality and reducing administrative overhead, the City will be better positioned to pursue competitive grants that directly support infrastructure improvements, public services, and quality of life initiatives for the citizens of Lake Havasu City.
FISCAL IMPACT:
Funds in the amount of $55,000 are available in the Fiscal Year (FY) 2025-26 budget for the purchase, implementation, and support of the new Grant Management System. The cost for the 5-year term is $168,134.78 which includes a 5% annual increase, plus estimated applicable taxes. Years two through five will be included in the future respective General Fund operating budgets.
Year 1 is $54,995.84, plus applicable tax
Year 2 is $26,249.57, plus applicable tax
Year 3 is $27,562.05, plus applicable tax
Year 4 is $28,940.16, plus applicable tax
Year 5 is $30,387.16, plus applicable tax
ATTACHMENTS:
Master Services Agreement (500754)
Statement of Work_PS-09727
Order Form (5 Year Pricing Summary) Q-10901
SUGGESTED MOTION:. Recommended action
I move to approve the Statement of Work with OpenGov, Inc., for a Grant Management System, in the approximate amount of $168,134.78 plus applicable tax over the next five years; and authorize the City Manager to execute all necessary documents on behalf of the City.