Camarillo City Council
AGENDA REPORT
Date: April 24, 2024
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: John Thomas, Assistant Administrative Services Director Subject: Approve CC Agreement No. 2024-23, CivicPlus for SeeClickFix Software
BACKGROUND
SeeClickFix software supports the CamarilloCONNECT mobile application, a tool that provides citizens access to report non-emergency issues to the City in real time. In April 2022 the City purchased a one-year subscription through CivicPlus for SeeClickFix software at a one-time discounted amount of $24,714 under Agreement No. 2022-83.
After this first year, the Agreement was amended (Agreement No. 2022-83A) for a three- year term allowing for 5% annual increases to the subscription cost with an amount not to exceed $122,768.
CamarilloCONNECT was launched to the community in September 2022. The downloadable app makes connecting with the City of Camarillo a simple and more efficient process. Community members can quickly report non-emergency issues such as potholes, damaged street signs, graffiti, damaged trees and more. The app uses a phone’s GPS to recognize locations and offers a menu of common quality-of-life conditions to select from. Pictures can be uploaded from a mobile device, which helps to quickly identify and address concerns, and requested submissions can be tracked through completions.
From September 2022 through March 2024 there have been over 2,000 requests submitted and over 1,700 of those have been closed. The remaining are in the process of being resolved or have been reassigned to outside agencies. The system is used city- wide especially in the Streets, Water, Wastewater, Stormwater and Code Compliance divisions.
DISCUSSION
On March 5, 2024, CivicPlus informed the City that due to recent inflation, increasing costs, and changes to their master service agreement, they will not be able to renew the
Approve SeeClickFix Software with CivicPlus, No. 2024-23 April 24, 2024
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subscription under the existing terms and conditions. This requires the existing agreement to be terminated.
Staff obtained a quote for a new three-year agreement beginning April 28, 2024 through April 27, 2027, at a total cost of $134,585, and requests a 15% contingency in the amount of $20,190 for potential software increases, for a total authorized expenditure of $154,775.
SeeClickFix Software Term Annual Amount
FY 2023/24 4-28-24 to 4-27-25 $ 43,380
FY 2024/25 4-28-25 to 4-27-26 $ 43,380
FY 2025/26 4-28-26 to 4-27-27 $ 47,826
3-year Subtotal $ 134,585
15% Contingency $ 20,190
Total $ 154,775
FISCAL IMPACT
Funds for the SeeClickFix software is included in Information Systems, Administration Account No. 530-5330-453.32-01 for FY 2023/24. Future FY 2024/25 and FY 2025/26 will be budgeted accordingly.
CEQA DETERMINATIONS
Not Applicable
RECOMMENDATION
1. Authorize City Manager to execute Agreement No. 2024-23 with CivicPlus in the amount of $134,585; and authorize a contingency up to $20,190 for a not to exceed total of $154,775; and
2. Authorize City Manager to execute future change orders or documents as necessary up to the authorized contingency amount.
ATTACHMENTS
1. CivicPlus Quote Q-58062-1
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None