Camarillo City Council
AGENDA REPORT
Date: April 10, 2024
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Michelle D’Anna, Assistant to the City Manager Subject: OpenGov Online Permitting & Workflow Software and Support – First Amendment
BACKGROUND
In 2019, the City entered into a five year Professional Services Agreement (No. 2019- 111) with OpenGov, Inc. (OpenGov) to provide software to expand financial transparency and increase civic engagement via the City’s website.
In 2022, approximately three years into the term of the Agreement, the City terminated the existing Agreement with OpenGov and entered into a new Agreement (No. 2022-198) with the vendor for two years, to continue the use of financial transparency and the civic engagement suites and also to include the Citizen Services Suite to implement an online permitting and workflow processes public-facing service.
DISCUSSION
As part of Agreement No. 2022-198, OpenGov’s Citizen Services Suite functions as an all-in-one suite for permitting, licensing, inspections, and code enforcement. It features a user-friendly constituent portal seamlessly integrated with backend data collection and approval rules. OpenGov delivers an all-in-one cloud solution to streamline development review and permit approval processes from intake through issuance, which will lead to enhanced operations and workflow processes. This enables the City to provide higher levels of customer service, while allowing staff to communicate, educate, and foster better engagement through interactive tools for businesses, developers, architects, contractors, constituents, and engineers.
Processing and Tracking Permits
The software enhances the City’s customer service by opening up new customer service tools and empowering applicants to conduct government business from the
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convenience of their home or office. The software will enable City staff to better process and track permits and to create automated workflows to achieve maximum efficiency.
This automated process enables the City to provide a complete self-service option for applicants, eliminate the need for manual data entry, thereby allowing for the reallocation of staff hours to higher priority tasks and improving processing times with workflow automation features, such as parallel approval steps and auto-assigned tasks.
Implementation
Following training on the use and functionality of OpenGov’s permitting software, staff began testing the work product and is now re-evaluating some processes to ensure maximum efficiency for the customer. Additional time is needed to build and test applications within the system to prepare for a public launch of the product. Complete training and full system deployment is now anticipated by late 2024.
Staff negotiated a scope of work with OpenGov to provide additional staff training and support in building workflows and generating auto-fills for fee schedules. Staff recommends the approval of an amendment to Agreement No. 2022-198 (Agreement No. 2022-198A) authorizing an amount not-to-exceed $10,250, as well as a 15 percent contingency in the amount of $1,500, for a total authorization of $11,750.
FISCAL IMPACT
Funds for OpenGov software and support are included in the Fiscal Year 2023/24 Information Systems Fund budget, Administration Account No. 530-5330-453.32-01.
CEQA DETERMINATIONS
Not applicable.
RECOMMENDATION
Authorize the City Manager to execute Agreement No. 2022-198A based on OpenGov Quote Q014191.
ATTACHMENTS
1. OpenGov Quote Q014191
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None