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Page 2 of 3 <br />satisfied with the system and has been working in the last couple of years to expand its use <br />across all commissions and committees. <br /> <br />With both agreements nearing expiration, staff worked with CivicPlus to evaluate renewal <br />options. Under the existing structure, the agreements included annual fee increases of 5 <br />percent. Staff successfully negotiated a consolidated five-year agreement with a fixed 3 <br />percent annual increase. <br /> <br />DISCUSSION <br />The consolidated agreement with CivicPlus (Attachment 1) will yield approximately $23,000 in <br />cost savings over the term and simplify contract administration across departments. This <br />agreement also includes the CivicPlus NextRequest program to support citywide management <br />of public records requests (Attachment 2). Like many local agencies, the City has seen an <br />increase in records requests over the last several years. In 2024 and 2025, the City processed <br />500 or more records requests per year, reflecting a 72 percent increase from 2023. The City <br />has previously used GovQA as its records request solution. However, staff is looking to <br />transition to NextRequest, which is anticipated to help streamline administrative processes with <br />bulk file uploads and redaction capabilities. The public interface also provides an enhanced <br />ability to direct requestors to existing resources before requests are submitted, as well as to <br />prompt for refined requests for clarity. <br /> <br />EQUITY AND SUSTAINABILITY <br />Not applicable, as this item is a routine matter of City business. <br /> <br />OUTREACH <br />No outreach was conducted, as this item is a routine matter of City business. <br /> <br />STRATEGIC PLAN ALIGNMENT <br />Not applicable, as this item is a routine matter of City business. <br /> <br />FISCAL IMPACT <br />The total cost for the five-year services agreement is $563,423. The total funding for this <br />agreement will be shared between Library and Recreation ($439,086) 00150100-455105 and <br />City Clerk ($124,337) 00112100-455105. <br /> <br />Additionally, the agreement with CivicPlus for NextRequest will be funded by the City Clerk’s <br />Office (00112100-455105) in the amount of $92,629 for a 5-year term. <br /> <br />Prepared by: Submitted by: Approved by: <br /> <br /> <br /> <br />Michele Crose, Assistant <br />Director of <br />Library/Recreation <br />Jocelyn Kwong, City Clerk <br />Alexa Jeffress, Assistant City Manager <br />Heidi Murphy, Director of Library and <br />Recreation <br /> <br /> <br />Gerry Beaudin, City <br />Manager <br />Docusign Envelope ID: 5B978BBF-CE74-85B4-83BB-669F3A5EEAB1