Camarillo City Council
AGENDA REPORT
Date: September 25, 2024
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Mitchell Cameron, Director of Administrative Services/Chief Innovation Officer
Subject: Amendment to Agreement for Financial Transparency, Online Permitting & Workflow Services Software with OpenGov
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 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.
On April 10, 2024 the Council approved the first amendment to Agreement No. 2022-198 (Agreement No. 2022-198A) to provide additional staff training and support in building workflows and improve the user experience for implementation of the Citizen Services Suite.
DISCUSSION
Permitting, Licensing & Code Enforcement
The OpenGov Citizen Services Suite provides an all-in-one solution for permitting, licensing, inspections, and code enforcement. It offers a user-friendly portal that integrates smoothly with our internal systems for data collection and approval processes.
This cloud-based platform will streamline our development review and permit approval process from start to finish, resulting in improved workflows and greater operational efficiency.
OpenGov's Financial Transparency & Citizen Services Suite September 25, 2024
2 0
5 0
By adopting OpenGov, the City can enhance customer service by enabling staff to communicate more effectively, educate, and engage with businesses, developers, architects, contractors, residents, and engineers through interactive tools.
After completing the initial training on OpenGov’s permitting software, staff has been testing the system and re-evaluating processes to ensure the City delivers the most efficient and customer-friendly experience. It has been determined that more time is needed to refine and test these processes. As a result, it is expected that the public launch of the system is likely to occur by the end of March 2025.
As part of this renewal, staff recommends including 25 additional professional service hours to support configuration, testing, and deployment. Staff also recommends the inclusion of an annual software fee, along with one-time on-site training and support for a Document Management Interface, which will be coordinated with the City's broader records modernization efforts through Laserfiche.
Financial Reporting & Transparency
The Financial Reporting &Transparency platform enhances access to the City's financial data for both internal stakeholders and the public. It allows for the creation of interactive reports, visual graphs, budget analysis, and data-driven dashboards. Additionally, staff plans to use this platform to display permit-related data, providing the public with greater transparency into the City's permitting process, which will improve trust and engagement.
However, since the initial implementation, staff have discovered that the Financial Reporting & Transparency platform is cumbersome to maintain. Due to its complexity, staff has faced challenges in efficiently managing the system. To ensure the City continues to deliver accurate and timely financial data to the public and internal stakeholders, staff is recommending an increase in professional services hours to provide the necessary support for maintaining and optimizing the platform.
Contract Renewal
The second amendment to Agreement No. 2022-198 (Agreement No. 2022-198B) for OpenGov’s Citizen Services Suite, Financial Reporting & Transparency, as well as additional professional services for implementation and integration of the Citizen Services Suite is for a one-year term beginning October 1, 2024, and ending September 30, 2025. The total cost for the amendment including a ten percent contingency for actual on-site travel costs incurred is $218,347.40.
Staff has negotiated pricing for an optional one-year extension for Financial Reporting & Transparency and Citizen Services Suite. It is recommended that in its approval of the upcoming renewal, the City Council also authorize the City Manager to execute future amendments or agreements with OpenGov in an amount not to exceed five percent annually and to include a not to exceed annual contingency of ten percent for additional professional service hours as needed. The projection of the next three term years for OpenGov software shows the annual not to exceed amount for City Manager authority.
OpenGov's Financial Transparency & Citizen Services Suite September 25, 2024
2 0
5 0
Term
Reporting &
Transparency
& Citizen
Services
Suite
Document
Management
Interface
Professional
Services
10%
Contingency
Not to
Exceed
Annual
Total
Year
One
$178,542.14 $14,580.50 $5,375.00 $19,849.76 $218,347.40 Year
Two
$187,469.25 $4,134.90 N/A $19,160.42 $210,764.57
Year
Three
N/A $4,341.65 N/A $434.17 $4,775.82
FISCAL IMPACT
Funds for Financial Reporting & Transparency, Online Permitting & Workflow Software with OpenGov are included in the Information Systems budget, Account No. 530-5330- 453.32-01.
CEQA DETERMINATIONS
City staff has determined, in accordance with Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines, that Financial Transparency, Online Permitting & Workflow Software is not subject to CEQA review because it can be seen with certainty that there is no possibility that the Financial Transparency, Online Permitting & Workflow Software may have a significant effect on the environment.
RECOMMENDATION
1. Find the renewal for Financial Reporting & Transparency, Online Permitting & Workflow Software and other professional services with OpenGov is exempt from review under the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3); and
2. Authorize the City Manager to execute the 2 nd Amendment with OpenGov in the amount of $218,347.40; and
3. Authorize the City Manager to negotiate and execute future agreements and amendments for the Citizen Services Suite, with OpenGov for an annual five percent renewal increase and not to exceed ten percent contingency.
OpenGov's Financial Transparency & Citizen Services Suite September 25, 2024
2 0
5 0
ATTACHMENTS
1. Order Form Number - OG-00CA2354
2. Order Form Number - OG-016653
3. Order Form Number - Q016664
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None