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Page 1 of 3 <br />Item #11 <br /> CITY COUNCIL AGENDA REPORT <br /> <br />May 19, 2026 <br />Library and Recreation <br /> <br />TITLE: AUTHORIZE THE CITY MANAGER TO EXECUTE A FIVE-YEAR <br />PROFESSIONAL SERVICE AGREEMENT WITH CIVICPLUS FOR RECREATION <br />MANAGEMENT AND AGENDA AND MEETING MANAGEMENT SOFTWARE IN <br />AN AMOUNT NOT TO EXCEED $563,423 AND NEXTREQUEST IN AN AMOUNT <br />NOT TO EXCEED $92,629 <br /> <br />SUMMARY <br />The Library and Recreation Department and the City Clerk’s Division currently maintain <br />separate software agreements with CivicPlus. As these agreements were approaching <br />expiration, staff negotiated a consolidated five-year agreement that standardizes annual cost <br />increases at 3 percent, compared with the prior 5 percent increases. The negotiated terms will <br />reduce long-term costs and provide greater budget predictability. A new module for public <br />records management will also be added, with the vendor agreeing to keep the same 3 percent <br />annual cost increase. <br /> <br />RECOMMENDATION <br />1. Approve a five-year professional service agreement with CivicPlus for Recreation <br />Management and Agenda and Meeting Management in an amount not to exceed <br />$563,423 <br />2. Approve a five-year agreement with CivicPlus for NextRequest public records <br />management in an amount not to exceed $92,629. <br /> <br /> <br />BACKGROUND <br />The City of Pleasanton uses multiple CivicPlus software platforms to support core operations, <br />including recreation registration, facility reservations, and agenda and meeting management. <br /> <br />In June 2021, the Library and Recreation Department entered into a multi-year agreement with <br />CivicPlus for Recreation Management software. This platform supports program registration <br />and facility reservations, including recreation programs, parks, picnic areas, gyms, sports <br />fields, and meeting and banquet rooms. <br /> <br />In May 2023, after a Request for Qualifications (RFQ) process, the City Clerk’s Office entered <br />into an agreement for the CivicPlus Agenda and Meeting Management software (AMMS). This <br />platform automates the creation and publication of electronic agenda materials, enables live <br />meeting streaming and recording, provides video indexing, and integrates with our website to <br />meet accessibility standards, including an interface for use on various types of mobile devices. <br />Prior to 2023, the City had never used an automated system for agenda creation, workflow <br />management, and publication. AMMS has yielded significant resource savings in both staff <br />time and materials compared with the previously paper-based process. The Clerk’s Office is <br />Page 373 of 908