Fiscal Note
The proposed resolution modifies a previously approved amendment to the City's contract with Benevate, Inc. (leg file 85282, RES-24-00608). Modifications include:
1) changing the name of the contractor to Benevate, LLC to reflect a corporate name change;
2) extending the term of the contract to September 24, 2030 to account for obligations to maintain program records for 5 years after the program end date; and,
3) reducing the total cost of the contract amendment to not more than $312,600, to reflect Benevate LLC’s revised pricing structure.
RES-24-00608 amended the Community Development Division’s (CDD) 2024 Adopted Operating Budget (Munis project 76121) to accept up to $237,000 in federal Emergency Rental Assistance (ERA) funds from Dane County and increase corresponding expenses for purchased services for the use of Benevate Inc.’s Neighborly Software system. The modifications proposed in this resolution include a reduction in the Dane County portion of the contract expenses from $237,000 to $156,300. CDD's operating budget will be amended by this new amount. No additional City appropriation is required.
Title
Authorizing modifications to a previously approved amendment to the City’s contract with Benevate, Inc., regarding administration of federal Emergency Rental Assistance Program dollars, for the purposes of updating the total contract price payable to Benevate Inc. for the use of its software system, recognizing the agency’s name change to Benevate, LLC, and extending the term of the contract to September 24, 2030. (Citywide)
Body
WHEREAS, in October 2024, the Common Council authorized a Third Amendment with Benevate Inc, (RES-24-00608, Legistar #85282) to account for the need to pay an additional $486,000 to Benevate Inc. for the use of its Neighborly Software system used to administer ERA program funds, a portion of which was to be paid by Dane County; and,
WHEREAS, upon further negotiation over charges for the use of that system, Benevate Inc. agreed to cap its additional charges at $312,600, including the option to add additional users to the maintenance portal at an annual cost of $2,400 per user; and,
WHEREAS, the reduction in additional charges reduced Dane County's pro-rated portion of user fees to access the Neighborly Software system from $237,000 to $156,300; and,
WHEREAS, Benevate, Inc. also changed its corporate structure and changed its name to Benevate, LLC, and that name change must be reflected in the amended contract; and,
WHEREAS, as the City is obligated to maintain program records stored in the City’s ERA Portal for five (5) years after the conclusion of the ERA program for possible use in future audits by the US Department of Treasury, the contract amendment with Benevate LLC will accommodate five years of data storage and maintenance (called “ERA Maintenance Portal Level 2”) at a cost of $12,000 annually, plus $2,400 per year to add additional users, for the period from September 25, 2025 through September 24, 2030; and,
WHEREAS, per APM 1-1, the Common Council must authorize the price, duration, and contractor name when authorizing contracts.
NOW THEREFORE, BE IT RESOLVED that the Common Council authorizes the Mayor and City Clerk to execute an amendment to the Benevate, Inc. contract for the purposes described in RES-24-00608, Legistar File No. 85282, with the following modifications: (1) changing the name of the contractor to Benevate, LLC to reflect a corporate name change, (2) extending the term of the contract to September 24, 2030 to account for obligations to maintain program records for 5 years after the program end date, and (3) reducing the total cost of the contract amendment to not more than $312,600, to reflect Benevate LLC’s revised pricing structure.