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A Resolution to Approve Additional Implementation Hours to Current Agreement and Integration of BS&A Financial Software into AmpliFund.
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Introduction
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The Village’s current agreement with AmpliFund expired on April 4, 2025, or when the implementation hours expire. This proposed agreement is for an additional three-month term through August 2025, and thirty (30) implementation hours.
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Recommended Action
Staff recommends moving forward with the additional implementation hours and integration of BS&A Financial Software to enhance the efficiencies of grant management throughout all Village Departments, as well as the yearly subscription.
Prior Board Action
There was no prior Board action associated with this agenda item. The original AmpliFund Agreement, dated August 7, 2024, was authorized under the Village Manager’s spending authority in the amount of $48,900, which included the Basic Implementation Package of 160 hours ($26,400) and the AmpliFund Lifecycle Advanced ($22,500) for one year. This agreement is attached.
Background
Village staff across several departments participated in three (3) grant management software demonstrations and follow-up meetings. After the demonstrations, each Village representative provided feedback on selecting the grant management software. Ultimately, staff recommended moving forward with AmpliFund due to its comprehensive features and capabilities to streamline grant management processes, improve stakeholder collaboration, and enhance overall efficiencies.
AmpliFund Lifecycle provides a straightforward, purpose-built solution to conduct opportunity research, track deadlines, centralize grant information, and monitor budgetary grant progress across the lifecycle of a grant, as well as create and publish applications, collect application responses, review and score submissions, and capture allocations against available funding. Since August 2024, Village staff have worked closely with AmpliFund to create applications and workflows for external grants to residents, businesses, and non-profits with an estimated completion timeline of April 4, 2025.
Currently, sixteen (16) fund opportunities, across several departments, have been created in the Grant Maker Components, which include the following steps: workflow configuration and testing, application scoring and review, award creation, post-award setup, recipient training, post-award management training for reporting and payment requests.
Additional service hours will help integrate AmpliFund with BS&A, the Village’s primary financial services software. Integrating BS&A with AmpliFund will help staff receive financial reporting in real time and ensure financial statements are up to date.
Staff have worked closely with the AmpliFund Customer Service Management team and estimate that there are approximately thirty (30) hours of work remaining. This work includes finalizing several Grant Maker components and beginning the Grant Seeker design. The Grant Seeker design includes Grant Portfolio configuration, Budgets, Post-Award Discovery, and Pre-Award Workflows. Lastly, AmpliFund requires a yearly subscription and is up for renewal. The cost this year is $23,175.
Timing Considerations
If approved, Village staff will work with AmpliFund to have the Grant Lifecycle fully implemented by June 4, 2025.
Budget Impact
This item will use funding from GL #1001.41020.101.530667.0000. The costs are broken down below:
• Implementation Hours: 30 Hours x $175 for a total of $5,250
o Additional Grant Maker work, staff has not completed Grant Maker work, and need additional hours
• Grant Seeker and BS&A Implementation $9,000
• Annual AmpliFund Subscription $23,175
Staffing Impact
A representative from each Department has been actively engaged with the implementation stages of AmpliFund. Upon completion of implementation, all Village staff involved with making and seeking grants will be fully trained to utilize the platform.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Approve the contract extension
Advantages:
• This action ensures there is no interruption in implementation and development.
• This action allows Village staff to continue training and building out the workflows.
Disadvantages:
• This action requires additional one-time funding of up to $14,250 and a recurring subscription currently up for renewal at $23,175.
Alternatives
The Board can reject the contract extension
Advantages:
• This action will result in no further expenses associated with the implementation of grant management.
Disadvantages:
• This action may delay the onset and development of the implementation and training of Village staff for grant management.
Anticipated Future Actions
There are no anticipated future actions concerning this item.
Prepared By: Vanessa Matheny, Community Services Administrator, Neighborhood Services
Reviewed By: Ahmad Zayyad, Deputy Village Manager
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. August 7, 2024 Agreement
2. Proposal for Additional Hours
3. Proposal for BS&A Integration
4. Village of Oak Park IL Subscription Renewal
5. AmpliFund Resolution