Camarillo City Council
AGENDA REPORT
Date: November 12, 2025
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Mark Uribe, Director of Finance
Subject: Vertosoft – Workiva Budget Reporting and Data Linking Software
BACKGROUND
The City previously used Microsoft Excel and Access spreadsheets, Word documents and Canva design software to produce budget reports. This was a labor intensive, manual process of repeatedly uploading, updating, and merging dozens of Excel, Access and Word files. This process became inefficient, time-consuming and susceptible to human and technical errors. Through many demonstrations, work sessions, customer testimonial and internal staff reviews, it was determined that Workiva most efficiently produced linked financial reports. In addition, Workiva had a connected platform that allowed multiple users to collaborate in the software at the same time. Since the implementation of Workiva, efficiency has improved and the susceptibility to errors has significantly reduced.
For this reason, staff requests that the City Council consider authorizing the City Manager to amend our current agreement with Vertosoft LLC, a third-party reseller of the Workiva product for two (2) additional years for Budget Reporting and Data Linking Software.
DISCUSSION
The City has made significant investments in streamlining the operations and the way it delivers services. With all the progress toward modern processes, staff wishes to continue the City’s push to streamline our operations. Workiva has helped to connect the budget information from our ERP system (Central Square) to dozens of supporting documents. This connectivity from the data to the documents has resulted in a reduction in staff time spent entering and/or verifying data multiple times.
The original agreement leveraged a cooperative purchasing program through the U.S.
General Services Administration (GSA) Agreement No. GS-35F-688GA, valid through September 18, 2027, for Years 1–3 (September 30, 2022–September 29, 2025) totaling $156,639.40. Staff recommends the City continue to leverage GSA Agreement No. GS- 35F-688GA to amend its existing agreement with Vertosoft LLC (an authorized software
Vertosoft – Financial Reporting and Data Linking Software November 12, 2025
2 9
5 0
distributor of Workiva) for software services helping to streamline the City’s budget reporting process. The proposed amendment includes an extension for an additional two (2) year term (September 30, 2025–September 29,2027), and a 5% annual increase, for a total of $61,500, for a five-year subtotal of $218,139.40. With the requested contingency of $21,900, the revised contract not-to-exceed (NTE) amount is $240,039.40.
FISCAL IMPACT
Funds for the first year (Year 4) of the amendment, totaling $30,000, are included in the Information Systems Fund budget, Account No. 530-5330-453.32-01. The second year (Year 5) of the renewal will be budgeted during the Fiscal Year 2026/27 annual budget process.
RECOMMENDATION
1. Authorize City Manager to approve quote #: Q-15960, subscription renewal Amendment No. 2022-160A with Vertosoft LLC, a Workiva sales distributor to: a) extend the term for two (2) additional years through September 30, 2027; b) continue with a contractual five percent (5%) annual price increase. The cost for Years 4 and 5 inclusive of the annual increase is $61,500.
2. Authorize a 10% contingency of up to $21,900, for any future administrative changes, such as software module additions, training or other similar adjustments.
3. Authorize a total contract not-to-exceed (NTE) amount at $240,039.40 for a full five- year term (Years 1–5) and authorize the City Manager to execute any future amendments for administrative changes including but not limited to addition or removal of software modules, or other similar adjustments, provided the total contract does not exceed the new NTE.
ATTACHMENTS
1. Vertosoft – Workiva Budget Reporting and Data Linking Software Sales Quote # Q- 15960 (Amendment No. 2022-160A)
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None