CC 09-19-2023 Item No. 6. Avolve Contract_Written Communications1
Lauren Sapudar
From:Peggy Griffin <griffin@compuserve.com>
Sent:Sunday, September 17, 2023 4:38 PM
To:Bill Mitchell; City Council
Cc:City Clerk
Subject:2023-09-19 City Council Meeting-Agenda Item6 Avolve Software Contract questions
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COUNCIL MEETING AGENDA ITEM.
Dear City Council and Staff,
I have several quesƟons regarding the Avolve SoŌware Contract. Please forward my quesƟons to whomever can answer
these quesƟons. Thank you.
I understand this contract means the City would be changing from an on‐premises soluƟon to a “SoŌware as a Service
subscripƟon model” with off‐site storage, backup, etc. I also understand that the annual subscripƟon service will go from
$28,000/annually for on‐site to $86,376 discounted/annually for off‐site subscripƟon. (Non‐discounted price is
$101,618.)
The City just recently (8/4/2023) paid Avolve SoŌware Corp $28,000 for their on‐site subscripƟon for this next year,
9/15/23‐9/14/2024.
Q1: Will the City get a credit for this payment?
I did not see anything in the contract addressing this. All I saw was an “Annual Credit for perpetual soŌware trade‐in ‐
$15,242”.
Q2: Will these $28,000/year payments end since we are changing the subscripƟon?
From Accounts Payables for week ending 8.4.2023
From AƩachment A – Avolve SoŌware CorporaƟon SoŌware‐as‐a‐Service Agreement.pdf, page 15 of 74
This change means Avolve will be doing all the backups, hardware maintenance for storage devices, etc. This is a
significant amount of work being shiŌed to Avolve instead of the City’s workforce. The cost is approximately 3 Ɵmes
what we have been paying.
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Q3: Will the IT budget be increased to add this item or will the cost/staff needed to do the work in‐house be reduced
to compensate for moving off‐site?
Q4: When would this transiƟon occur and will there be any impact to the public? If so, what and when?
Thank you.
Sincerely,
Peggy Griffin