City Council
Report
City Council Meeting: March 24, 2026
Agenda Item: 4.B
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To: Mayor and City Council
From: Feroz Merchhiya, Chief Information Officer, Information Services Department Subject: Award Contract to Clariti Software, Inc. for Permitting Software Licensing, Maintenance, and Support for Permitting and Land Use Management System Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines
2. Authorize the City Manager to negotiate and execute an agreement with Clariti Software, Inc., for software licensing, maintenance, and support services associated with the City’s permitting and land use management system for the Information Services Department. This recommended award is made as an exception to the competitive bidding process pursuant to Section 2.24.250(b), and is for a total amount not to exceed $1,403,705 (including a $127,610 contingency) for three years, with future year funding contingent on Council budget approval.
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Summary
In July of 2024, the City Council awarded RFP #364 for a new permitting and land use management system to Speridian Technologies, LLC (Speridian) and authorized the City Manager to negotiate and execute Contract #11605. The resulting five-year agreement included bundled costs for both system implementation and the first year of licensing for the Clariti software platform, which was the proposed solution in Speridian’s response. The City then temporarily extended licensing through Speridian for a second year, and now requires a direct agreement with Clariti to support licensing and maintenance services for the remainder of the contract term.
Staff seeks approval to enter into a direct agreement with Clariti to continue licensing and support services for years 3 through 5 of the City’s permitting platform. No new funding is requested; the agreement will be paid using funding identified previously in the approved Speridian staff report.
Discussion
The City’s current permitting platform, Accela, is being replaced with a more modern, flexible solution using the Clariti software platform. Speridian’s selected proposal incorporated the Clariti software platform, a cloud-based system that offers the configurability, integration capabilities, and user experience needed to meet the City’s operational goals.
While the initial bundled proposal included the costs of Speridian implementation services and five years of Clariti software licensing, maintenance, and support services, that relationship between Speridian and Clariti was unsustainable. To avoid delaying the project, the City temporarily arranged for one-year licensing to be paid through Speridian while a direct agreement with Clariti was finalized. In October 2025, that licensing agreement was modified to extended for a second year.
Staff now recommends formalizing a three-year agreement directly with Clariti to continue the platform subscription. Speridian has spent the past two years implementing the Clariti product, and as Speridian’s implementation approaches completion, the City 3 of 5
must continue paying the associated software subscription fees to maintain system functionality and avoid service disruption. Establishing a direct agreement with Clariti will ensure continuity of service and provide clear, direct management of the software relationship moving forward.
Vendor Selection
Exception to Competitive Bidding
Staff recommends Clariti Software, Inc. to furnish and provide software licensing, maintenance, and support services associated with the City’s permitting and land use management system as an exception to competitive bidding per the Procurement Division approved ECB# 392 pursuant to Muni Code 2.24.250 (b).
b.
when a good or service is copyrighted, patented or only available form one license holder, including, proprietary goods, original equipment manufacturers and/or exclusive distributors.
Past Council Actions
Meeting Date Description
07/23/2024
(Attachment A)
Award Contract to Speridian Technologies, LLC for Implementation and Support of a Permitting and Land Use Management System 4 of 5
Environmental Review
The proposed recommendation to award a contract to Clariti is exempt from the provision of the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the CEQA Guidelines (common sense exemption). The proposal is covered by the common sense exemption which states that CEQA does not apply, “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.” The contract would not result in any adverse physical environmental effects as it encompasses software services. The software services are administrative in nature and would not have a physical effect on the environment, so therefore, are exempt from CEQA. Therefore, the modification to the agreement is exempt from CEQA and no further environmental review under CEQA is required.
Financial Impacts and Budget Actions
No new funding is being requested. The full five-year cost of the Clariti software subscription was included in the not to exceed amount of $3,837,353 approved by City Council on July 23, 2024 for Contract #11605 with Speridian. The first two (2) years of licensing was paid to Clariti through Speridian under that agreement and it’s first modification. The proposed three-year agreement with Clariti not to exceed $1,403,705 will cover licensing, maintenance, and support services for years 3 through 5.
Funding for the agreement is already appropriated in the General Fund as part of the Speridian staff report. Future year funding is contingent on Council budget approval.
Agreement Request
FY 2025-26
Amount
Future Years
Amount Account Number(s) Total Contract
Amount
$0 $1,403,705 01700001.552010.98922 $1,403,705
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Prepared By: Prasanna Joshi, Enterprise Architect & Digital Development Manager
Approved Forwarded to Council
Attachments:
A. Speridian Staff Report 07.23.2024
B. Fully_Executed_Speridian_Contract