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Home My WebLink AboutSingle Source Renewal- Bonterra - Apricot Licensing Q4 2025 $21,432.21 To: Luke Stowe, City Manager From: Dmitry Shub, Interim CIO CC: Audrey Thompson, PRCS Director Michael Rivera, Interim Director of Administrative Services Subject: Single Source Renewal of Apricot Licensing with Bonterra - Q4 2025 Date: November 19, 2025 Recommended Action: Staff requests that the City Manager purchase with Bonterra Tech LLC (10801-2 N. MoPac Expy, Suite 300 Austin, TX 78759) for a one-year subscription renewal of Apricot Software in the amount of $21,432.21. This is a single-source purchase to renew existing production software licensing. Funding Source: This expense will be charged to IT Account 100.19.1932.62340 (IT Computer Software) which has a FY 2025 allocated budget of $1,752,000.00 and year to date balance of (-)$251,480.03. The negative balance in IT Account 100.19.1932.62340 will be covered by surpluses in IT Account 100.19.1932.62509 (IT Service Agreements/Contracts). Summary: Eight years ago, the City of Evanston procured Apricot Essentials Software with the goal to eliminate silos and provide an integrated solution to all departments that provide social services to the residents of Evanston. The system allows staff to share client/case information across various departments/programs, reduce duplication of efforts and generate holistic reports with measurable outcomes. Client data is readily available to all pertinent staff members for efficient, timely and coordinated service delivery. This purchase will renew the subscription to license the software from 1/1/2026 through 12/32/2026. Approved: ______________________________________________ ______________ Luke Stowe, City Manager Date 11 / 25 / 2025 Doc ID: 61af6041be1842ae221603f2999015b765f6bdbc Bonterra Order Q-215829 BONTERRA ORDER FORM City of Evanston Bonterra Tech LLC 2100 Ridge Avenue 10801-2 N Mopac Expressway, Ste. 300 Evanston, Illinois, 60201 Austin, Texas 78759 This Order Form (“Order”) is entered into and effective as of the last signature date (“Order Effective Date”) by and between the Customer named above and Bonterra Tech LLC. The Parties hereby agree as follows: TERMS & CONDITIONS A. AGREEMENT This Order is subject to the Bonterra Tech Online Master Subscription and Services Agreement (“Agreement”) found at https://www.bonterratech.com/legal, unless there is a version of the Agreement attached hereto, in which case such version shall control and govern. Capitalized terms not otherwise defined in this Order have the meaning ascribed to them in the Agreement. B. SERVICE DESCRIPTIONS The description(s) for the Services ordered in the Fee Tables below can be found at the following links: https://www.bonterratech.com/legal/product-terms-conditions If Services have been ordered, then the Services Statement of Work (SOW) is incorporated into this Order. C. INVOICING Fees listed under “SUBSCRIPTIONS & RECURRING SERVICES” are invoiced upon the execution of this Order, then on a(n) Annual basis thereafter. Fees Listed under “PROFESSIONAL SERVICES FEES” are invoiced either monthly based on time and material spent on such services (“T&M”), or one- half (50%) of the fees upon the execution of this Order and the other half upon Go -Live or ten (10) business days after the completion of such services, whichever occurs first (“50-50”). Invoices shall be paid pursuant to the terms of the Agreement. All prices are quoted in USD. D. SPECIAL TERMS AND CONDITIONS: None Fee Schedule Customer will pay the following amounts for the Services in accordance with the terms of the Agreement: Year 1 Subscriptions & Recurring Services: Product Product Description Start Date End Date Quantity Unit Price Net Total IM Training Subscription 1/1/2026 12/31/2026 1.00 $0.00 $0.00 Guest User Module 1/1/2026 12/31/2026 1.00 $4,778.85 $4,778.85 Impact Management Pro 1/1/2026 12/31/2026 12.00 $1,387.78 $16,653.36 Year 1 Cost $21,432.21 Professional Service Fees: Product Product Description Start Date Billing Frequency Quantity Unit Price Net Total Services Cost $0.00 Doc ID: 61af6041be1842ae221603f2999015b765f6bdbc Bonterra Order Q-215829 Total Contract Value* $21,432.21 *The fees stated herein do not include applicable taxes; any applicable taxes will be applied at the time of invoicing. This Order and terms herein are agreed to and accepted upon signature of Customer, or upon Customer’s remittance to Bonterra of a purchase order with the Quote/Order Number written above. \s1\ \s2\ City of Evanston Bonterra Tech LLC Name \n1\ Name \n2\ Title \t1\ Title \t2\ Date \d1\ Date \d2\ Luke Stowe City Manager Approved as to form: Alexandra B. Ruggie Corporation Counsel 11 / 25 / 2025 Doc ID: 61af6041be1842ae221603f2999015b765f6bdbc SOLE/ SINGLE SOURCE JUSTIFICATION (Requester completes Section A and B) SECTION A – SOLE/SINGLE SOURCE PURCHASE: Complete if sole/single source purchase is $2,500 or over, AND competition is not available. Sole/Single Source approvals are valid one year from approval date, unless specified elsewhere. PO No. (if applicable): Amount: | Date: Supplies/Services Required (be specific): Proposed Vendor Name and No: _______________________________________ Requested by: (Name and Signature) _________________________________________ Prepared by: (Name and Signature) I certify that justification/ information is accurate and complete to the best of my knowledge and that I have no personal interests relative to this request . Dept. Name/ Ext: Check One: The requested supply/service is a sole/single source procurement due to: AVAILABILITY/ONE OF A KIND No competitive product exists or is available from another vendor. COMPATIBILITY Must match existing piece or brand of equipment and is available from only one vendor. REPLACEMENT/MAINTENANCE Repair or maintenance for specific brand of existing equipment and is available from only original equipment manufacturer or designated servic e dealer. OTHER Provide a full explanation/detail of above selection: complete descriptions, and relevant reasons to support the justification: SECTION B - REQUESTER CERTIFICATION: By submitting this request, I certify that the above justification/information is accurate and complete to the best of my knowledge and that I have no personal interests relative to this request. ___________________________________________________ ______________________________ (Name and Signature of Requester) (Date) _________________________________________________ ______________________________ (Name and Signature of Department Director) (Date) SECTION C - TO BE: COMPLETED BY PURCHASING MANAGER: Based on the information provided in Section A and attached supporting documents, I concur / do not concur (see below) with purchase to be a Sole Source. Do not concur for the following reason(s): (Name and Signature of Purchasing Manager or Authorized Designee) (Date) XX 11/19/20 Software licensing renewal for Apricot Single source purchase renews exisitng production software directly through the software developer. 14841 - BONTERRA TECH LLC DBA BONTERRA Renewal direct through software developer $21,432.21 Docusign Envelope ID: 68A26658-15C6-4F60-BFBF-0C9A49AB6CC5 11/19/2025 Dmitry Shub Administrative Services/IT - x.8074 Dmitry Shub Dmitry Shub 11 / 25 / 2025 Doc ID: 61af6041be1842ae221603f2999015b765f6bdbc Single Source Renewal of Apricot Licensing with Bonterra -... Memo_-_Sing...Q4_2025.pdf and 2 others 61af6041be1842ae221603f2999015b765f6bdbc MM / DD / YYYY Signed 11 / 25 / 2025 13:56:52 UTC-6 Sent for signature to Alexandra Ruggie (aruggie@cityofevanston.org) and Luke Stowe (lstowe@cityofevanston.org) from lthomas@cityofevanston.org IP: 66.158.65.76 11 / 25 / 2025 14:01:46 UTC-6 Viewed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 50.171.242.186 11 / 25 / 2025 14:02:02 UTC-6 Signed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 50.171.242.186 11 / 25 / 2025 15:18:38 UTC-6 Viewed by Luke Stowe (lstowe@cityofevanston.org) IP: 50.171.242.186 11 / 25 / 2025 15:19:36 UTC-6 Signed by Luke Stowe (lstowe@cityofevanston.org) IP: 50.171.242.186 The document has been completed.11 / 25 / 2025 15:19:36 UTC-6