Camarillo City Council
AGENDA REPORT
Date: August 27, 2025
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Mitchell Cameron, Director of Administrative Services/Chief Innovation Officer
Subject: Monday.com Work Management Software – Amendment to Pricing Agreement No. 2024-168C with Stons, Inc.
BACKGROUND
Consistent with the City’s commitment to streamlining operations and modernizing processes, on August 21, 2024, the City Manager authorized Pricing Agreement 2024- 168 with Stons, Inc. in the amount of $21,787.60 for monday.com (Monday) licensing and implementation services.
Subsequently, the City Manager has authorized two additional amendments to the Stons, Inc. agreement to add users, bringing the current authorized agreement amount to $34,943.20.
Monday provides a centralized platform to streamline project tracking, task assignments, and interdepartmental communication. Its interface allows staff to monitor progress, set deadlines, and visualize workflows, and has improved accountability and transparency across teams.
By consolidating multiple processes, such as service requests, budgeting, and resource allocation into one accessible system, Monday reduces administrative overhead and ensures that information is current and readily available. The platform’s flexibility has enabled staff to adapt workflows to evolving priorities, ultimately enhancing efficiency, responsiveness, and collaboration in delivering public services.
DISCUSSION
Monday has been implemented by the Administrative Services, City Manager, and Finance departments. Citywide, the platform serves multiple functions including as a help desk portal for Information Systems and Facilities Maintenance requests, and as a single,
Agreement Amendment – Stons, Inc. (monday.com)
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dynamic intake form that consolidates numerous legacy forms into one streamlined process.
It also supports project initiation, prioritization, and approvals within the City’s budget development process, ensuring that proposed projects can be fully scoped and resourced prior to funding decisions.
Staff has leveraged the platform to create interactive, real-time dashboards that are displayed on monitors throughout City Hall, with the intent to support a culture of transparency and continuous improvement while improving communication and performance management. Staff plan to continue exploring opportunities to leverage the platform to support key initiatives and enhance operational effectiveness.
Pursuant to City Council Policy 4.01, the City is utilizing a proven, cooperative purchasing framework widely adopted by public agencies under the General Services Administration (GSA) contract number GS-35F-153GA.
As outlined below, staff recommends Council approve a three-year Pricing Agreement Amendment 2024-168C in the amount of $123,454.98 which includes a 10% contingency of $11,223.18 for additional users for a total agreement amount of $158,398.18.
Year One $37,410.60
Year Two $37,410.60
Year Three $37,410.60
10% Contingency $11,223.18
Subtotal $123,454.98
Current Authorization $34,943.20
Total Agreement $158,398.18
The City considers Monday to be essential to City operations. To expeditiously effectuate future agreement renewals, it is recommended that in its approval of the upcoming agreement, the City Council also authorize the City Manager to execute future amendments or agreements with Stons, Inc. for Monday licensing in accordance with the pricing negotiated by the GSA at time of renewal.
FISCAL IMPACT
Funds for monday.com software licenses are included in the Information Systems Administration budget, Account No. 530-5330-453.32-01. Subsequent years will be included in their respective annual budgets.
CEQA DETERMINATIONS
City staff has determined, in accordance with Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines, that Monday software licenses are not Agreement Amendment – Stons, Inc. (monday.com)
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subject to CEQA review because it can be seen with certainty that there is no possibility that Monday software licenses may have a significant effect on the environment.
RECOMMENDATION
1. Find monday.com software licenses exempt from review under the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the CEQA Guidelines; and
2. Authorize the City Manager to execute Pricing Agreement 2024-168C with Stons, Inc. for Monday software licenses in the amount of $123,454.98 including 10% contingency for a total amount of $158,398.18; and
3. Authorize the City Manager to negotiate and execute future agreements, amendments, and purchase orders with Stons, Inc. for Monday software licensing in accordance with the pricing negotiated by the GSA.
ATTACHMENTS
1. Attachment 1 – Pricing Agreement 2024-168C with Stons, Inc.
2. Attachment 2 – Pricing Agreement 2024-168B with Stons, Inc.
3. Attachment 3 – Pricing Agreement 2024-168A with Stons, Inc.
4. Attachment 4 – Pricing Agreement 2024-168 with Stons, Inc.
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None