HomeMy WebLinkAboutSingle-Source - Intellistack - One-Year Renewal - Software Subscription $35,940.42 Memorandum
To: Honorable Mayor and Members of the City Council
CC: Members of Administration and Public Works Committee
From: Dmitry Shub, Acting Chief Information Officer
CC: Michael Rivera, Interim Director of Administrative Services
Subject: Approval of Single-Source One-Year Renewal of Software
Subscription with Intellistack, LLC
Date: January 26, 2026
Recommended Action:
Staff recommends that the City Council authorize the City Manager to renew our subscription
with Intellistack, LLC (formerly Formstack)(11671 Lantern Road, Suite 300,
Fishers, IN 46038) for one year at the cost of $35,940.42. A single-source purchase requires
a two-thirds vote of the City Council.
Funding Source:
This expense will be charged to GL# 100.19.1932.62340 (IT Computer Software), which has
a FY 2026 budget of $1,752,000.00 and a year-to-date balance of $1,752,000.00.
Council Action:
For Action
Summary:
Intellistack (formerly Formstack) is the City’s primary digital forms platform and is critical to supporting
both internal and external processes, advancing paperless service delivery, and meeting the City’s
digital accessibility commitments. The platform is widely used across all departments to securely and
efficiently collect, route, and manage information.
The City is renewing its current subscription with the addition of key capabilities to support upcoming
needs, including HIPAA-compliant forms to enable the secure handling of sensitive health information,
as well as professional services and enhanced customer success support to assist with major 2026
initiatives such as integrating forms with the City’s new payment system (Euna).
This single-source renewal of an existing service is being purchased directly through the software
developer.
Attachments:
Doc ID: c39f78aacb733bb5b9559c7c3fccb4359f74f5c6
Streamline Sales Order -- 2026-01-15-Evanston, IL
Page 2 of 4 Doc ID: c39f78aacb733bb5b9559c7c3fccb4359f74f5c6
Sales Order for City of Evanston, IL
Parties: Intellistack, LLC and City of Evanston, IL ("Customer")
Prepared for:
Prepared by: Maggie Apostolova
Valid Until: 01/30/2026
Billing Information
Entity Name:
Entity Name:
Street Address:
Street Address:
City, State, Zip:
City, State, Zip:
Country:
Country:
Contact Name:
Contact Name:
Email:
Email:
Phone:
Is a Purchase Order required for this purchase? [ ] YES [ ] NO
If applicable, provide PO #:
Subject to the terms and conditions to this Sales Order and the Agreement (defined below), Intellistack, LLC ("Intellistack") will provide the
below-mentioned Services to the Customer. The Fees set forth in the table herein are in USD and are exclusive of all applicable taxes, levies,
duties, VAT, or GST unless otherwise agreed. Taxes may be outlined in the invoice, and Customer will increase the amount payable to
Intellistack by the amount of such taxes so that Intellistack receives the full amount of all fees and expenses. If Customer is tax-exempt,
instructions for the exemption process will be outlined in Customer's invoice.
Subscription Services
Service Term (in months): 12 Service Start Date: 02/06/2026
Product Total Price
Streamline Core $12,000.00
50 Analyst Users $2,649.96
Additional Forms $6,360.00
Suite Add on - SSO $3,180.00
Builder Users $8,484.00
Formstack for Healthcare $0.00
Submissions Storage - Volume Pack of 5K $499.98
Forms $1,049.40
Documents $1,399.08
Forms - Storage $318.00
10 Analyst Users $0.00
Annual: $35,940.42
Billing Frequency: Annual
Payment Method: ACH/Wire
Payment Terms: Due on Receipt
Page 3 of 4 Doc ID: c39f78aacb733bb5b9559c7c3fccb4359f74f5c6
Sales Order for City of Evanston, IL
Plan Features
●Data fabric to power data read and write across supported systems and data formats
●Data classification of connected data source and identification of sensitive data
●Comprehensive workflow builder with capabilities for building out forms and support for conditional and branching logic, assignment &
routing, and digital signatures.
●Data activation to prefill forms, documents and notifications with data from the Data Fabric.
●Governance features including Role-Based Access Control (RBAC) and policies to enforce controls throughout the platform.
●Audit, activity logs and approvals to manage and track changes to platform projects.
●Robust developer experience with token based authentication, Platform APIs and guides.
●AI helper agent to accelerate access to notifications and insights.
●
General: As of the date of the later signature of a party hereto ("Sales Order Effective Date"), this Sales Order is made by and between Intellistack
and the Customer. Unless otherwise negotiated and agreed in writing between the parties, this Sales Order is not cancellable, and the fees are
not foreligible the governed be willServices the ofUserefund.a by AgreementServices Software ,AmendmentFirstthe by amended as
agreement thetherein, incorporated other constitutes Product along with any Agreement, This Addenda orthe "Agreement").(collectively
complete and mutual understanding of the parties and supersedes all previous written and oral agreements and communications relating to the
subject I If the Agreement. under matter have the same meaning as defined herein shallnot Capitalized terms hereof.detailed isntellistack
required to initiate legal action due to nonpayment of fees, Customer shall bear all costs resulting from the collection of such fees. Intellistack
reserves the right to increase list pricing upon renewal, and all discounts set forth in this Sales Order relate to the Services provided during the
Initial Service Term of the Services. Services may be added during the Term and will be prorated for the portion of that Term remaining at the
time the Services are added. Any added Services will terminate on the same date as the underlying Services. This Sales Order may only be
modified or amended by a written amendment signed by both parties. In the event of a conflict between the terms of the Agreement and this
Sales Order, the terms of the Agreement shall control. If the Customer requires the use of a purchase order, the Customer is responsible for
providing the applicable purchase toCustomerothercontained in any documentation provided by Any terms order the time of purchase. at
Intellistack, even if executed by the parties, is void and will not become part of the Sales Order or bind the parties.
Remedy for Non-Compliance: Customer acknowledges and agrees that its participation in the marketing activities described in this section is
a material consideration for the discount provided. In the event Customer fails to meet the obligations outlined herein, Intellistack reserves the
right to invoice Customer for the full monetary value of the discount provided under the Sales Order, and Customer agrees to pay such invoice
in accordance with the payment terms of the Agreement.
Customer represents that the representative executing this Sales Order has the authority to bind Customer. By signing below, the Customer
agrees to purchase the Services set forth herein.
IN WITNESS WHEREOF, the parties have caused this Sales Order to be executed by their respective duly authorized representative as of the
Sales Order Effective Date.
Customer: City of Evanston, IL Intellistack, LLC
Signature: Signature:
Printed Name: Printed Name:
Title: Title:
Date: Date:
Page 4 of 4
Luke Stowe
City Manager
Approved as to form:
Alexandra B. Ruggie
Corporation Counsel
02 / 04 / 2026
Doc ID: c39f78aacb733bb5b9559c7c3fccb4359f74f5c6
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)
X
Perez, Leslie
DC=org, DC=cityofevanston, DC=local, OU=COE Users, OU=Administrative Services, OU=CMode, CN="Perez, Leslie", E=lperez@cityofevanston.org
2026.01.29 14:17:42-06'00'
Foxit PDF Editor : 2024.4.1
Perez, Leslie
Perez, Leslie
DC=org, DC=cityofevanston, DC=local, OU=COE Users, OU=Administrative Services, OU=CMode, CN="Perez, Leslie", E=lperez@cityofevanston.org
2026.01.29 14:20:13-06'00'
Foxit PDF Editor : 2024.4.1
Perez, Leslie
Perez, Leslie
DC=org, DC=cityofevanston, DC=local, OU=COE Users, OU=Administrative Services, OU=CMode, CN="Perez, Leslie", E=lperez@cityofevanston.org
2026.01.29 14:17:52-06'00'
Foxit PDF Editor : 2024.4.1
Perez, Leslie
1/29/26
Subscription Renewal Intellistack
Admin. Services (IT) X8001
One-year renewal subscription for Intellistack software.
Dell Intellistack (Formstack) (19547)
$35,940.42
02 / 04 / 2026
Doc ID: c39f78aacb733bb5b9559c7c3fccb4359f74f5c6
Single-Source One-Year Renewal of Software Subscription with...
Approval_of...ck-_LLC.pdf and 1 other
c39f78aacb733bb5b9559c7c3fccb4359f74f5c6
MM / DD / YYYY
Signed
02 / 02 / 2026
16:47:43 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
02 / 02 / 2026
16:48:02 UTC-6
Viewed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 50.171.242.186
02 / 02 / 2026
16:48:09 UTC-6
Signed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 50.171.242.186
02 / 04 / 2026
13:28:15 UTC-6
Viewed by Luke Stowe (lstowe@cityofevanston.org)
IP: 107.200.76.71
02 / 04 / 2026
13:28:29 UTC-6
Signed by Luke Stowe (lstowe@cityofevanston.org)
IP: 107.200.76.71
The document has been completed.02 / 04 / 2026
13:28:29 UTC-6