Item 456/2025
Final
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
To:
Lisa L. Kim From: Niki Wetzel
Dept:
City Manager Dept: Community Development
Date: 12/9/2025
Subject: Approval of an Agreement with Civos, Inc. for the development of additional software modules for VivaCivic, including Code Enforcement Module, Planning Module, and potential future modules for VivaCivic. (Cost: $245,000) (Action Item)
OBJECTIVE
For the City Council to approve Agreement with Civos Inc. (Civos) for the development of additional software modules for VivaCivic, including but not limited to the Code Enforcement Module, Planning Module, and potential future modules.
BACKGROUND
In 2023, the Community Development Department (CDD) transitioned its permitting operations to VivaCivic, also known as GGReady, a permitting and plan review management platform provided by Civos. The system enables applicants to submit commercial, residential, and engineering permit requests, initiate plan reviews, and schedule inspections. VivaCivic now serves as a core component of CDD’s permitting infrastructure and supports the department’s end-to-end workflow. On average, the platform receives approximate ly 750 applications and 225 plan submissions, and issues roughly 600 permits per month.
At present, the Planning Services Division and Code Enforcement Division utilize two separate, internally developed systems to manage project tracking, entitlement proc essing, code enforcement cases, and reporting functions. Given growing operational demands and the need for modern, scalable software solutions, the Information Technology Department (IT) has recommended that CDD evaluate third -party platforms capable of s upporting planning and code enforcement functions and replacing the existing in-house systems.
CDD originally anticipated purchasing Code Enforcement software from a provider other than Civos. However, upon further review, the department evaluated the bene fits of integrating Code Enforcement activities into VivaCivic rather than using separate software. It was determined that incorporating a Code Enforcement module into VivaCivic would reduce administrative tasks, decrease the potential for data loss, and m inimize the need for troubleshooting.
Item 456/2025
DISCUSSION
Staff currently utilizes VivaCivic, the permitting and plan check software provided by Civos, to carry out daily operational functions. VivaCivic allows the customers to apply for a variety of building permi ts,submit construction plans for review , and schedule inspections . On average, the system receives approximately 750 applications and 225 plan submissions each month, and roughly 600 permits are issued during the same period. In addition, VivaCivic allows customers to schedule inspections for their projects. The majority of Building and Safety’s core functions are supported through this platform.
The use of separate, in -house software systems for Code Enforcement and Planning has resulted in an increased ad ministrative workload. Staff must manually transfer information from these systems into VivaCivic to maintain data consistency.
The current Code Enforcement system also creates repetitive administrative tasks. For example, staff must manually flag properti es in VivaCivic when an associated code enforcement case exists. With VivaCivic’s Code Enforcement module, these administrative tasks would be significantly reduced, as properties with active cases could be automatically flagged within the unified system.
Similarly, the existing Planning software requires updates and upgrades to support current operational needs. VivaCivic offers an integrated Planning module that enhances reporting capabilities and project tracking. Integration would streamline workflow transitions, as many projects begin with Planning reviews or entitlements before progressing to permitting and plan check. With an integrated system, projects would no longer need to be transferred between separate platforms.
Although VivaCivic is not the on ly vendor capable of providing these services, the City has invested substantial time and resources customizing existing modules and developing an effective working relationship with the Viva team. Transitioning to a new vendor would require significant redevelopment, additional troubleshooting, and higher costs. To date, VivaCivic has consistently delivered high-quality customization features on schedule and within budget, while maintaining clear and reliable communication with Building and Safety staff. T he Information Technology and Finance Departments have also been actively engaged with the vendor to ensure compliance with all security and technical requirements.
Based on this evaluation, staff has determined that continuing with VivaCivic is in the best interest of the City. Accordingly, staff recommends requesting City Council approval to dispense with competitive bidding pursuant to the Garden Grove Municipal Code Section G .
Implementing a unified platform to support Building, Safety, Planning, and Code Enforcement functions will increase staff efficiency, reduce administrative burden, and enhance the customer experience by allowing users to track all project activities within a single, cohesive system.
FINANCIAL IMPACT
The cost of the contract with Civos Inc. for the development of additional software modules for VivaCivic is estimated to be $245,000. This amount is included in the Community Item 456/2025
Development Department’s adopted Fiscal Year 2025 -26 operating budget. No additional appropriation is required to award this contract.
RECOMMENDATION
It is recommended that the City Council:
Authorize the request to dispense of the bidding process in the best interest of the City pursuant to Garden Grove Municipal Code 2.50.060(G);
Approve the Agreement with Civos Inc. in the amount of $249,000 for the development of additional software modules for VivaCivic, including a Code Enforcement Module, Planning Module, and potential future modules for VivaCivic; and
Authorize the City Manager, or desi gnee, to execute the Agreement or any Amendments with Civos, Inc. and make minor modifications as appropriate thereto, on behalf of the City.
By: Kenneth Le, Administrative Analyst
ATTACHMENT(S)
1. Draft Agreement
2. Scope of Work and Cost Breakdown