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Home My WebLink About6.06 Motion to renew the Village's subscription with Envisio Solutions Inc for Strategic Planning and Performance Management Software for four years for a total amount of $100,000.r� Item Cover Page Subject Motion to renew the Village's subscription with Envisio Solutions Inc for Strategic Planning and Performance Management Software for four years for a total amount of $1001,0000 Meeting Fiscal Impact (Y/N) Dollar Amount Budget Source Category Type Information October 28, 2025 - SPECIAL MEETING - AMENDED 10-27-2028 OF THE MOUNT PROSPECT VILLAGE BOARD CONSENT AGENDA Action Item The Village entered into an agreement with Envisio Solutions Inc. (Enivisio) in October 2018 for their software to manage the creation, tracking, and reporting of the Village's strategic plan and key performance measures. On October 3, 2023, the Village Board approved renewing the Village's subscription with Envisio, which included Envisio Plans, Analytics and Public Dashboards with three active plans from October 2023 to October 2026. The Analytics module is used by staff to create key performance indicators (KPI) to track and report quantifiable data related to goals within the Village's strategic plan. The Plans module is where staff reports progress on the actions that are part of the annual strategic plan. There is also a public Strategic Plan Dashboard component that shows progress on the Strategic Plan throughout the year as well as analytics associated with each goal in the plan. The three active plans were the current Village Strategic Plan, the Village's prior year Strategic Plan, and the Public Works Strategic Plan. The Public Works Strategic Plan in Envisio was used as a project management tool to track progress and upcoming tasks of their many projects. Envisio approached the Village in 2024 about their Projects module software designed to manage projects with tasks, timelines, and dependencies. The Project module is not new; Envisio has made significant improvements to it in the past few years. The Village paid $7,842-47 in January 2025 for the annual subscription to the Projects Module and related professional services. This software is now available for Vilalge wide use. Discussion Public Works switched from using the Plan module to the Projects module as their project management software and no longer need an active plan within the Plans module. The Village received the annual Envisio invoice in October. Staff asked Envisio if it was possible to reduce the Plans module subscription to two active plans. Envisio generally does not make changes to agreements mid -contract (10/2023 to 10/2026); however, they are providing the opportunity to renew and extend the contract for three years (10/2026 to 10/2029). The renewal would lock in a $25,,000 rate, billed annually, with no increases and apply the same rate to year three of the current term (10/2025-10/2026). The proposed renewal is for 35 users with two active Plans, Analytics, Public Dashboard and Projects. The Village paid Envisio a total of $26,416.40 for 10/2024 - 10/2025 and would pay a total of $26,,763.28 for 10/25 - 10/20262026 under the existing contract. Extending the contract and locking in the $25,000 rate, would save the Village $1,763.28 for 10/2025 - 10/2026 and about $9,611.99 over the following three years for a total saving of $11,375.27. Existing Price Structure Proposed Price Structure Subscription Plans & Projects Total Plans, Proposed Year Analytics Price ** Analytics & Savings Price * Projects Price 10/2023 - $18,120.90 n/a $18,120-90 n/a n/a 10/2024 10/2024- $18,573.93 71842.47*** $26,416.40 n/a n/a 10/2025 (pro -rated 260 days) 10/2025- $197038.28 $77725.00 $261763.28 $257000 $11763.28 10/2026 10/2026- $197514.24 $77956.75 $271470.99 $255000 $23470.99 10/2027 10/2027 - $20,002.09 $87195.45 $287197-55 $257000 $31197-55 10/2028 10/2028 - $207502.15 $87441.32 $281943.46 $255000 $31943.46 10/2029 * Plans & Analytics Price has a 2.5% annual increase per the contract ** Projects Price has a 3.0% annual increase per the contract *** Subscription was pro -rated 260 days and included one-time professional services to launch the module. Alfarnativac 1. Accepting the subscription renewal quote from Envisio Solutions Inc. for four years for a total amount of $100,000. 2. Action at the discretion of the Village Board. Staff Recommendation Staff recommends the Village Board accepting the subscription renewal quote from Envisio Solution Inc. for four years for a total amount of $100,000. Attachments 1. Village of Mount Prospect Plans Analytics and Projects Proposed Renewal October 2025 - 2029 2. Mount Prospect 3 Yr Renewal October 2023 -October 2026 3. Village of Mount Prospect, IL -Projects Quote - 2025 Bill To Name V111111age of Mount Prospect, 111L Quote Number 1701447 Bill To V111111age IHallll, 50 IErnersoirn Stireet Created Date 13/10/2025 Mouint Prospect, 11111111inolls 60056 Expiration Date 31/10/2025 United States Prepared By IElleanoir Schoeffell Contact Name Allexandeir Beirtollucci Email eschoeffell@einvisio.corn Email albeir-tolluccll@irnouiri-tlpiroslpec-t..oirg Envisio Plans, Projects, and Analytics: 1 year subscription from 10/22/2025-10/21/2026 for 35 users with 2 USD USD active Plans, Analytics, Public Dashboard and Projects. Includes software licensing , unlimited online and 1.00 25,000.00 25,000.00 phone support with dedicated CSM assigned. Billed annually. Envisio Plans, Projects, and Analytics: 1 year subscription from 10/22/2026-10/21/2027 for 35 users with 2 USD USD active Plans, Analytics, Public Dashboard and Projects. Includes software licensing , unlimited online and 1.00 25,000.00 25,000.00 phone support with dedicated CSM assigned. Billed annually. Envisio Plans, Projects, and Analytics: 1 year subscription from 10/22/2027-10/21/2028 for 35 users with 2 USD USD active Plans, Analytics, Public Dashboard and Projects. Includes software licensing , unlimited online and 1.00 25,000.00 25,000.00 phone support with dedicated CSM assigned. Billed annually. Envisio Plans, Projects, and Analytics: 1 year subscription from 10/22/2028-10/21/2029 for 35 users with 2 USD USD active Plans, Analytics, Public Dashboard and Projects. Includes software licensing , unlimited online and 1.00 25,000.00 257000.00 phone support with dedicated CSM assigned. Billed annually. Subtotal USID 100,000.00 Total Price USID 100Y000.00 1.. Prices set forth iin t1his quote are vallid for the peiriod stated.. A1111 Ipriices are quoted iin US Dollars aind are not iincllusiive of any applicalble -taxes.. Ain iinvoiice for the agreed airriouint w111111 The issued upon accelptaince of t1his quo-te.. 2. Acceptance of t1his quote is accelptaince of -the accoirnlparnyiirn IMaster Services Agreement (IMSA) or a previously signed IMSA in the event of reinewall/upsell1l., Payment methods„ ACH, Wire or Check emit -to eimaill: flinaince@einvisio.corn ACICl/ Wilire Pa laneint'To Account Name: IEnviisiio Solutions Ilinc.. J Baink: S111111coin Valley Bank J Bank Addiress: 3003'Tasimain IDir.. Sainta II it CA 95054 AIBA/ACIH Routing #:: 121140399 J Accouint#: 3303262267 J Accouint'Tylpe: Checking Bill To Name V111111age of Ilournt Prospect, 111L Quote Number 1700887 Bill To iillll IHallll, IEirneirsoin Stireet Created Date 13/09/2023 Mount Prospect, 11111111inolls 60056 Expiration Date 22/10/2023 United States Prepared By Rob IHiines Contact Name Nellie lBeclkineir Email irhiinesernvilsio.coirn Email inlbeclkineir@irnouin-tlpiroslpec-t..oirg 1 year subscription for 35 users to Envisio Plans, Analytics and Public Dashboard with 3 active plans from 22/10/2023 to 21/10/2024. Includes software licensing and online support. 1 year subscription for 35 users to Envisio Plans, Analytics and Public Dashboard with 3 active plans from 22/10/2024 to 21/10/2025. Includes software licensing and online support. 1 year subscription for 35 users to Envisio Plans, Analytics and Public Dashboard with 3 active plans from 22/10/2025 to 21/10/2026. Includes software licensing and online support. Subtotal USID 55 733. 11 Total Price USID 55,'733.1 1 USD USD 18,120.90 18,120.90 11 USD USD 18,573-93 18,573-93 11 USD USD 19,038.28 19)038.28 1.. Prices set foirth iin t1his quote acre vallid -for the peiriod stated.. A1111 Ipiriices are quoted iin US Dollars aind are not iincllusive of any applicalble -taxes.. Ain iinvoiice -for the agireed airriouint w111111 The issued upon acceptance of t1his quo-te.. 2. Acceptance of t1his quote is acceptance of the accoirnpanyiiin IMasteir Services ire meat (IMSA) or a Ipireviously sigined IMSA iin the event of reinewall/upsell1l., Payment me-thods: ACH, Wire or Check emit -to eimaill: flinaince@einvisio.corn ACIll/ Wilire Pa erneint'To Account Narne: Einvisio Solutions Ilinc.. I Baink: S111111coin Valley lBainlk I Bank Addiress: 3003'Tasimain IDir.. Sainta II it CA 95054 AIBA/ACIH Routing #:: 121140399 1 Accouint#: 3303262267 1 Accouin-tType: Checking Bill To Name VIIIIIIage of Mount Prospect, II IL Quote Number 1701267 Bill To VIIIIIIage IHallll, 50 IErnersoirn Stireet Created Date 14/01/2025 Mouint Prospect, 11111111inolls 60056 Expiration Date 31/01/2025 United States Prepared By Richard IM111111ward Contact Name IPatiriiciia IHairn Email irim !III Iwaird @einvisio.. corn Email 1plhairn@irnouin-tlpiroslpec-t..oirg Professional Services: A one-time hourly fee which includes the phases in the attached document entitled "Appendix B - Scope of Work (SOW)" - ENV-PS-01 Enterprise Software Subscription: Envisio Projects - Annual Subscription with Unlimited Licenses - ENV-PROJ-50-99M Subtotal Total Price Quote Accepted By: Name: Date: USID7T842.47 USID7,842.47 1.. Prices set forth iin t1his quote are vallid for the peiriod stated.. IIII Ipriices are quoted iin US Dollars aind are not iincllusiive of any alpIpIlicalbIle -taxes.. Ain iinvoiice for the agreed airriouint wiIIII The issued upon accelptaince of t1his quo-te.. 2. Acceptance of t1his quote is accelptaince of the accoirnparnyiirn IMaster Services Agreement (IMSA) or a previously signed IMSA in the event of reinewall/upseIIII., Payment methods: ACIH, Mire or Check emit -to eimaill: flinaince@einvisio.corn ACH/Wilire Pa irnentTo Account Name: IEnviisiio Solutions Ilinc.. J Bain1k: S111111coin Valley Bank J Bank Addiress: 3003'Tasimain IDir.. Sainta ClIara, CA 95054 AIBA/ACIH Routing #:: 121140399 J Accouint#: 3303262267 J Accouint'Tylpe: Checking Pricing Term for Quote Number 1701267 Year one pro -rated annual Envisio Projects subscription over 260 days from February 3, 2025, to October 21, 2025, based on an annual rate of $7,500 USD 0 Envislo will apply a 3% annual increase beginning in Year 2 Year 1 Price $77842.47 USD One-time Professional Services + Annual Software Subscription (pro -rated 260 Days) ending October 21, 2025 Year 2 Price $77725.00 USD Annual Software Subscription ending October 21, 2026 (includes 3% annual increase) I I • Year 1 is due 100% upon the Contract Effective Date (Net 30) • Year 2 is due from October 21, 2025, the Contract Renewal Date Appendix Scope of Work Submitted i Overview of Services Proposed pllllll�IIII' e � IVIIIIIIIIIIIIIIIII StrOliiII uiesExecutionII�IUU�ni��que IIIIIII ° IIIIII IIIIII° °' IIIIII IIIIII �° Illlli ° Illll�m"" IIIIII IIIIII IIIIII IIIIII °°' IIIIII° IIIIII '' Envisio values ease of onboarding and comprehensive training, and we are dedicated to high -quality service and customer satisfaction. Our Professional Services and Implementation teams will work together to ensure you receive the proper support and training at the right time. Our customer engagements are led by a team of in-house planning, performance management, and local government experts who consult on the best ways to configure Envisio to your unique plans and performance measures. We follow best practices in technology deployment that have been refined over hundreds of successful implementations. We design with the result in mind, ensuring your configuration and training in Envisio meet all of your communication and tracking goals. IIIIII,a a IIIIII IIIIII '" IIIIII IIIIII s Our professional services are designed for customers who do not have the time and capacity to design and/or build their plan details and performance measures in Envisio. You see the value in communicating planning and performance measure data and are keen to adopt this practice in your organization, but have steps to complete before you can effectively get started. Envisio's Planning and Performance Coaches fill these gaps with our professional services offerings and build that capacity on your team. We know Envisio inside and out; let us take the heavy load off your organization's shoulders to help you design and gather the information you need to use the Envisio platform to its full value. IIIIII" � "" IIIIII Iiiin °' ' S q"' IIIIIPt Your partnership with Envisio is an ongoing one. We will be with you every step of the way on your customer journey as you continue to achieve your goals. Your dedicated Customer Success Manager will guide you through the required business process change, successful rollout, and full solution adoption in Envisio. Once you've achieved your current goals, we will work with you to define new goals, always pushing your organization to expand your sophistication and become a star performer in the planning and performance management space. Envisio Training Services In t'NIiWAW iu. tl[ie r��I foot, �n 6 Omu ,mw " om mm Pw� mn an m� IMw 1I -' allll Of Continue your journey with Envisio on a strong path to building your planning, performance, and project management toolkit. Our implementation consultants guide you through a prescriptive, proven process to learn about the software and empower your organization for long-term success. We work directly with your team to configure new plans and performance measures, share best practices to enable the organization through change management, and automate reporting to ensure consistent communication on your plan's progress and performance. Our implementation services enable you to build your plan and performance measures in Envisio, to ensure your team can easily provide ongoing updates and share progress with both internal and external stakeholders. We host collaborative weekly consultation sessions as you build and configure the software, and equip you with best practices along the way to ensure your planning and performance remain in focus throughout the organization as time goes on. We develop a reporting framework and automate the delivery of both reminder notifications and results reporting, and set up templates to give your team the guidance they need to input meaningful updates. Scope of Work IIIII0 Jects IIIIIIIIIIIIIIIII Expand your Envisio Projects administrative team and build more capacity within the Envisio platform! Projects Administrator training is available to teach up to ten attendees how to add new projects, manage tasks and sub -tasks, develop project templates, create reports, and publish a projects dashboard. IIIIIIII°" During this phase of work, we introduce key team players, define a training delivery plan and timelines, and take stock of existing configuration details to inform training efforts. During this phase, Envisio will: • Host a kick-off meeting with key stakeholders to get to knowyour team and define timelines and communication channels. • Document and define a training plan outlining the sessions and timelines for delivery. • Review your organization's existing configuration of Envisio Projects and prepare recommendations surrounding the training structure, as needed. During this phase, You will: � Identify and share training attendees for one department, or up to ten (10) individuals • Confirm your organization's goals and timeline expectations and provide available dates/times for your team to attend training • Select up to three projects for training and share with Envisio Key Deliverables • Detailed training plan with timelines defined IIIIII IIIIII (IIIIII IIIIII °� ^ IIIIII ''° °°'�� IIIIII' During this phase of work, we train your team of Projects administrators to use Envisio, from inputting projects and customizing project templates, to building project reports and a project dashboard to share progress. During this phase, Envisio will: • Host three (3) weekly, one -hour sessions to train and provide support and guidance as you learn to use your Envisio instance and input your projects into the system. o System configuration and project structure setup o Project and Task consultation and build session o Project Reporting and Dashboard consultation and build session • Host one (1) one -hour support and guidance session as you build your projects following best practices and tailored to your organization's needs. During this phase, You will: • Actively participate in project admin training sessions: Your active participation in training sessions is vital for aligning Envisio's configuration with your organization's specific requirements. • Dedicate time to building your project(s): It will be important that you dedicate time to building your project(s) and completing assigned ''homework'' assignments after each session with your Envisio trainer. • Draft Project Dashboard: Your team will draft a project dashboard that showcases the status and progress of your projects. Key Deliverables • Envisio administrative training for project admins within one (1) department, or up to ten (10) individual staff • Your projects entered into the Envisio platform, ready to receive updates • Configured project templates • Draft project dashboard built, ready to be socialized internally Envisio and The Customer agree that the work outlined in this SOW is a shared responsibility. Neither Envisio nor The Customer is expected to have resources available to mitigate timeframe slippage caused by the other party. Delays on the part of The Customer, including putting the project on temporary hold or changes in project personnel, may result in a Change Order to cover the cost of restart, rework, rescheduling, and retraining. Timeline W1 W2 W3 W4 W5 Phase 1: Training Kick -Off and Prep ■ Task 1.1-Host kickoff meeting Task 1.2 -Document and define a detailed implementation plan Task 1.3 -Review existing configuration in Envisio and prepare recommendations Phase 2: Training Delivery .■■■ Task 2.1-Host three (3) weekly, one -hour implementation consultation sessions Task 2.2 -Host one (1) additional support session