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  Agenda Item # 26.       
Board of Directors Meeting
Meeting Date: 12/06/2017  
Title:    Request for Approval-ART- to Exceed Approved Amount for Dispatch Software
Presented by: Sean Scott

AGENDA ITEM DESCRIPTION:
Consider and act upon the recommendation to increase the board approved amount of $150,000 to $197,308 for dispatching software including mobile data terminals, and to authorize the Executive Director to enter into agreement with selected vendor. - Sean Scott
BACKGROUND/HISTORY:
The Board of Directors at the August 2017 meeting approved the Executive Director of Alamo Area Council of Governments to issue an RFP for and then to enter into contract for new dispatching software in the amount up to $150,000. The software that scored the highest and met our needs came in with a cost of $197,308. AACOG has a total amount of $132,589 in available grant funding. ART would need to use $64,719 from its fund balance to complete the purchase. 
DISCUSSION:
The  new software system will generate efficiencies in transporting clients and help control operating cost. New software systems are able to give real time dispatching options that not only will generate scheduling efficiencies but will help improve customer service by allowing real time information to our dispatch that can then be relayed to clients. 
FINANCIAL IMPACT:
AACOG has a total amount of $132,589 in available grant funding. ART would need to use $64,719 from its fund balance of $2,952,848 to complete the purchase.  New software technology is more user friendly and will reduce training time and associated cost in the event of service expansion. 
STAFF RECOMMENDATION:
Staff recommends Board of Directors to approve the Executive Director to enter into agreement with the selected vendor for the amount of $197,308.
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