CITY COUNCIL ACTION REQUEST
DEPARTMENT(S):
Finance
CEQA:
Not a Project, File No.
PP17-003,
Agreements/Contracts
(New or Amended)
resulting in no physical
changes to the
environment.
COORDINATION:
City Attorney's Office,
City Manager’s
Budget Office, and
Information
Technology
Department.
Director Approval:
/s/
Maria Öberg
COUNCIL
DISTRICT(S):
Citywide
CMO Approval:
4/3/25
SUBJECT: Second Amendment to the Agreement with Simpligov LLC for a Business Process Automation Platform
RECOMMENDATION
Adopt a resolution authorizing the City Manager or her designee to negotiate and execute the Second Amendment to the Agreement with SimpliGov LLC (San Francisco, CA) for a business process automation platform to add up to five additional one-year options, for a total of nine options, to extend the terms of the agreement through April 30, 2030, under the same material terms and conditions as the original agreement, subject to the appropriation of funds.
BASIS FOR RECOMMENDATION
In March 2020,1 the San José City Council adopted a resolution authorizing the City Manager to execute an agreement with SimpliGov for the purchase of a business process automation platform to enable the City to automate and digitize its business processes. The original agreement allowed for up to five workflows to be completed during the initial term ending April 30, 2021. In June 2020,2 San José City Council adopted a resolution authorizing the City Manager to execute the First Amendment to this agreement to add additional professional services for training and to support accelerated development of additional workflows and increase the compensation amount.
A total of 56 workflows have been automated and deployed for use by internal employees and contractors as well as residents. These workflows include council memo reviews, contract signatures, employee onboarding, performance appraisals, travel requests and reimbursements, HR forms, and more. Staff anticipates further development and automation of workflows in SimpliGov based on the pending requests.
Approval of this recommendation means staff will continue the momentum toward digital transformation consistent with the City Council-approved budget strategy to effectively manage the City’s technological and human resources to enable and enhance the delivery of City services and projects. Additionally, it will help the City achieve one or more Climate Smart San José energy, water, or mobility goals. The maximum compensation for the option term beginning May 1, 2025, and ending April 30, 2026, is $211,390, and all future options will be subject to the appropriation of funds.
1 March 2020 Council Memo: https://sanjose.legistar.com/View.ashx?M=F&ID=8205848&GUID=18D86B46- EAF8-4BD8-9147-54315388D0AA
2 June 2020 Council Memo: http://sanjose.legistar.com/gateway.aspx?M=F&ID=95f0fd68-1ece-43e0-9035- 84f2af6751bf.pdf
COUNCIL AGENDA: 4/15/25
FILE: 25-369
ITEM: 2.13
COMMISSION RECOMMENDATION AND INPUT
There is no commission recommendation or input associated with this action.
COST AND FUNDING SOURCE
The recommended amendment to this agreement of $211,390 is funded by the Information Technology Non-Personal/Equipment appropriation in General Fund.
FOR QUESTIONS CONTACT: For procurement - and contract-related questions, please contact Albie Udom, Deputy Director of Finance and Chief Procurement Officer, Purchasing and Risk Management Division, at [email protected]. For program-related questions, please contact Khaled Tawfik, IT Director / Chief Information Office, at [email protected].