RESOLUTION NO. (XX)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COTATI
APPROVING THE ANNUAL RENEWAL OF CIVICPLUS SERVICES FOR FISCAL YEARS 2026/27 & 2027/28 AND A MINOR BUDGET AMENDMENT FOR FISCAL YEAR 2026/27
WHEREAS, the City of Cotati utilizes CivicPlus services to support various City operations, including public records request management through NextRequest, emergency mass notification services through CivicReady, website services, domain hosting, website hosting and security, and SSL management; and
WHEREAS, these services support important City functions, including public communications, emergency notifications, public records administration, website availability, and the security and management of the City's online services; and WHEREAS, the City's current CivicPlus services are proposed to be renewed for Fiscal Year 2026/27 at an annual cost of $27,742 renewing automatically every year with an increase of no more than 5% resulting in an annual cost of approximately $29,130 expected for Fiscal Year 2027/28; and
WHEREAS, future renewal of the agreement remains subject to the availability and appropriation of funds by the City Council and the City's operational needs; and WHEREAS, the actual cost of CivicPlus services for Fiscal Year 2026/27 is $1,908 greater than the amount originally estimated and included in the adopted Fiscal Year 2026/27 budget, necessitating a corresponding budget amendment to provide sufficient appropriations for the services; and
WHEREAS, the City Council finds that continued use of CivicPlus services is in the best interest of the City and will provide continuity for essential administrative, public communication, records management, and website services.
NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Cotati hereby:
1. Approves the renewal of the City's CivicPlus services for Fiscal Year 2026/27, at an annual cost of $27,742, substantially in the form presented to the City Council;
2. Approves a $1,908 increase to the Fiscal Year 2026/27 adopted budget to provide sufficient appropriations for CivicPlus services, reflecting the difference between the amount originally estimated and budgeted and the actual cost of the services;
3. Authorizes future annual renewals, subject to the availability and appropriation of funds, with annual fee increases limited to a maximum of five percent (5%) per year as provided under the agreement; and
4. Authorizes the City Manager, or designee, to execute the renewal and any nonsubstantive documents necessary to implement the agreement, and to provide timely notice of non-renewal in accordance with the agreement if funding is not available or if continued services are determined to no longer be necessary or in the City's best interest.
IT IS HEREBY CERTIFIED that the foregoing resolution was duly adopted at a regular meeting of the City Council of the City of Cotati held on August 25, 2026, by the following vote, to wit:
Approved:___________________________
Mayor
Attest:______________________________
Kevin Patterson, City Clerk
Approved as to form:______________________________
City Attorney