STAFF REPORT
Meeting Date:
November 18, 2025
CONSENT
9 SUBJECT: AGREEMENT WITH ENVISIO SOLUTIONS INC. FOR IMPLEMENTATION OF
A SOFTWARE SYSTEM THAT TRACKS CITY PROJECTS AND GOALS WHILE
ENHANCING PUBLIC TRANSPARENCY AND DETERMINE THE PROPOSED ACTION IS NOT A “PROJECT” UNDER THE CALIFORNIA ENVIRONMENTAL
QUALITY ACT
RECOMMENDATION: It is recommended that the City Council:
1. Approve the agreement with Envisio Solutions Inc. for a three-year subscription to a performance management software platform for a three-year cost of $126,436, inclusive of implementation and licensing;
2. Authorize the City Manager to execute the agreement, in a form approved by the City Attorney; and
3. Find this action is not a “project“ under to the California Environmental Quality Act pursuant to Section 15378 of the CEQA Guidelines.
SUMMARY OF THE MATTER
This report recommends that the City Council approve a professional services agreement with Envisio Solutions Inc. for the implementation of a cloud-based performance management platform. The system enables real-time tracking and reporting of City projects and goals, department work plans, and strategic priorities through both internal dashboards and public-facing transparency tools.
The agreement (Attachment 1), totaling $126,436 over three years, is funded in the Fiscal Year 2025–26 General Fund budget under Contingency for Unplanned Events. This initiative aligns with the City Council’s commitment to transparency and operational efficiency. The action is not subject to CEQA pursuant to Guidelines Section 15378.
DISCUSSION
The City is seeking to implement a unified, cloud-based performance management platform to improve how progress on City projects, goals and departmental work plans is tracked, managed, and communicated to the public.
Departmental Review and Demonstrations
In April 2025, department heads from multiple City departments participated in a product overview hosted by a representative from the City of Ontario, which is currently using Envisio. The presentation highlighted features such as:
AGREEMENT WITH ENVISIO SOLUTIONS INC. FOR IMPLEMENTATION OF A
SOFTWARE SYSTEM THAT TRACKS CITY COUNCIL GOALS WHILE ENHANCING
PUBLIC TRANSPARENCY
November 18, 2025
• Real-time tracking of City Council priorities and department goals • Ability to publish performance dashboards for resident engagement • Cross-department collaboration on shared initiatives
• Integration with existing reporting tools and data systems Subsequently, staff from the City Manager’s Office conducted a focused demonstration with Envisio representatives to assess compatibility with the City's internal systems and operational workflows. Staff confirmed that Envisio integrates effectively with existing City tools and offers functionality that will significantly improve the City’s transparency to the Council and the public on progress toward goals.
Implementation Timeline
In discussions with Envisio, staff learned that deployment of the system typically takes three to six months to go live, depending on internal capacity and the pace of departmental onboarding. Conversations with representatives from the City of Ontario further confirmed that while the platform can technically launch within 3 months, it typically takes up to 12 months for staff across the organization to fully integrate the system into their workflow. Ontario staff indicated that by the end of the first year, departments had begun using the system effectively.
Procurement Justification:
Although there are other performance tracking platforms on the market, none appear to offer the unique combination of internal goal tracking and public-facing dashboards tailored specifically for municipal use, as demonstrated by Envisio. Staff engaged in demonstrations and consultations with another city, and staff determined that Envisio offers the most appropriate and integrated solution for the City.
In accordance with Section 2.30.050(G) of the City’s Purchasing Ordinance and Administrative Policy I-9, the procurement is recommended under the "Best Interest of the City" exception. The platform will enable meaningful tracking of Council goals and enhance transparency with the community, consistent with the City's strategic objectives.
FINANCIAL ANALYSIS
The total cost of the agreement with Envisio Solutions Inc. is $126,436 for a three-year subscription, inclusive of licensing, support, and implementation services. Funding for year one of this agreement is included in the adopted FY 2025-26 General Fund Budget under the appropriation for “Contingency for Unplanned Events.” No additional appropriation is required.
The following table provides a breakdown of the contract cost over the three-year period:
AGREEMENT WITH ENVISIO SOLUTIONS INC. FOR IMPLEMENTATION OF A
SOFTWARE SYSTEM THAT TRACKS CITY COUNCIL GOALS WHILE ENHANCING
PUBLIC TRANSPARENCY
November 18, 2025
Service Description Year 1 Year 2 Year 3 Total
Software Subscription $34,500 $36,225 $38,036 $108,761
One-Time Professional Services
Implementation $17,675 $17,675
Total $52,175 $36,225 $38,036 $126,436
ENVIRONMENTAL ANALYSIS
This action is not subject to the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines Section 15378 because it does not qualify as a “project.” The agreement authorizes implementation of a software platform for internal and public tracking of goals and does not result in a direct or reasonably foreseeable indirect physical change in the environment.
ATTACHMENTS
1. Envisio Agreement (Pgs. 4-34)
Submitted By: Approved: .David A Kiff
Gavin Curran, Assistant City
Manager
Dave Kiff, City Manager
Report Prepared By: Coordinated With:
Gavin Curran, Assistant City Manager