TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Diego Chavez, Administrative Services Director
PREPARED BY: Diane Kohanyi, Management Analyst - IT
SUBJECT:
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Approval of an Agreement with CivicPlus
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RECOMMENDATION
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Approve a three-year agreement with CivicPlus for the CivicEngage, SeeClickFix, and Monsido services in an amount not to exceed $195,920.75;
Amend the FY 2024/25 Operating Budget to establish appropriation using Unassigned Fund Balance from the Information Service Fund;
Authorize exemption from bidding requirements; and
Authorize the City Manager to sign the agreement with CivicPlus and approve amendments, during its term, not to exceed $75,000.
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PRIOR ACTION/VOTE
On November 20, 2018, the City Council adopted Resolution No. 18-3999, authorizing entering into an agreement with CivicPlus for website development services (Vote 4-0-1).
On February 20, 2024, the City Council approved the first amendment to the agreement with CivicPlus to add the Monsido accessibility module (Vote 5-0).
On May 7, 2024, the City Council approved an agreement renewal with SHI International Corp. to purchase SeeClickFix Services (Vote 5-0).
CITY COUNCIL GOAL
Maintain a high performing organization that values fiscal sustainability, transparency, accountability and organizational efficiency.
BACKGROUND
On November 20, 2018, the City Council authorized an agreement with CivicPlus to design and host the City of Murrieta website. The original agreement term was for 60 months, with an auto-renewal clause.
On February 20, 2024, the City Council approved the first amendment to the agreement with CivicPlus to add the Monsido website accessibility and optimization module. The addition of Monsido allowed the City to meet modern website accessibility standards. No other terms of the agreement with CivicPlus were changed. The SeeClickFix service, which is powered by CivicPlus, was renewed on May 7, 2024. SeeClickFix, integrated with the Marketplace App platform, allows residents to report various issues and concerns through the City’s website or a mobile app. CivicEngage is the content management system that allows non-technical employees the ability to easily update any portion of the City website.
The current master services agreement with Civic Plus expired on October 31, 2024. However, the renewal process has been delayed due to input from multiple departments and the varying start dates of CivicPlus services. These factors also raised some pricing and timing questions that required thorough review and clarification.
Staff recommends consolidating the multiple agreements with CivicPlus into one new agreement to include the CivicEngage, SeeClickFix, and Monsido services, with a term starting on November 1, 2024, and ending on October 31, 2027. This approach will enhance clarity and efficiency in the administration of this agreement. CivicPlus has also agreed in writing not to assess any late fees or service disruption due to the delay in the agreement renewal. The total cost for the three-year agreement is $195,920.75. Staff also recommends the City Council authorize the City Manager to approve amendments to the agreement that may occur during its term, provided the total cost of the amendments does not exceed $75,000.
FISCAL IMPACT
The total cost for this three-year agreement shall not exceed $195,920.75. The Fiscal Year 2024/25 payments will be prorated for both SeeClickFix and Marketplace App once the new term date commences. Staff recommends an amendment to the Fiscal Year 2024/25 Operating Budget to establish appropriation using Unassigned Fund Balance from the Information Service Fund (726) as follows:
• $3,157.18 in General Ledger 7268340-60480; and
• $14,878.56 in General Ledger Account 7268340-62160.
The remaining contract years will be accounted for in the future biennial budget.
ATTACHMENTS
1. CivicPlus Master Service Agreement
2. CivicPlus Quote