Title
Consider a memorandum/resolution authorizing a master software agreement renewal with CivicPlus, LLC, in the amount of $424,404.82.
Body
DATE: April 21, 2026
TO: Kent Cagle, City Manager
FROM: Willie Resto, Executive Director of Information Technology
SUBJECT: Master Software Agreement Renewal with CivicPlus
BACKGROUND AND FINDINGS:
The City is seeking approval to renew a Master Services Agreement with CivicPlus to modernize and consolidate several critical digital services that support resident engagement, regulatory compliance, and operational efficiency. Currently, the city utilizes a mix of aging, standalone, and in some cases unsupported systems that create inefficiencies, increase risk, and limit our ability to deliver responsive and transparent services to the community.
The proposed CivicPlus platform provides an integrated solution that includes: social media archiving to ensure compliance with public records laws; SSL certificate management to maintain secure and trusted online services; a modernized City website with hosting and a scheduled redesign within 48 months to ensure accessibility and usability standards are maintained; AudioEye accessibility tools to support ADA compliance; and a citizen request tracking system to improve service delivery and transparency. Additionally, the agreement includes SeeClickFix 311 CRM capabilities with GIS integration and a mobile application, allowing residents to easily report issues and track resolutions in real time. The platform also includes a mass notification system to replace the City’s current CodeRED system, which is nearing end-of-life and has experienced reliability concerns.
This consolidated approach reduces reliance on multiple vendors, improves system interoperability, enhances cybersecurity through centralized management, and positions the City to better meet regulatory requirements and community expectations. The CivicPlus solution also provides scalability for future growth, improved reporting and analytics, and a more consistent user experience for residents and staff.
Approval of this agreement will enable the City to transition from fragmented legacy systems to a unified, secure, and citizen-focused platform that supports efficient service delivery and long-term digital strategy goals.
In summary, by entering into a master agreement encompassing these essential products and services, the City aims to streamline procurement processes, standardize service delivery, and leverage economies of scale to optimize resource allocation and enhance the overall effectiveness of municipal operations and communication strategies. The CivicPlus master agreement total cost are as follows:
Year 1 $ 135,413.47
Year 2 $ 140,971.39
Year 3 $ 148,019.96
Total three agreement $ 424,404.82
THE ALTERNATIVES CONSIDERED:
N/A
Which alternative is recommended? Why?
N/A
CONFORMITY TO CITY POLICY:
The Information Technology Department is seeking approval for master software agreement from CivicPlus LLC through TIPS purchasing contract #220105. Purchases made through a cooperative contract are exempt from the competitive bidding process as stated in the Texas Local Government Code (TLGC) section 271.102, subchapter F; a local government that purchases goods or services under this subchapter satisfies any state law requiring the local government to seek competitive bids for the purchase of goods or services.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
FY 2026 $ 135,413.47
FY 2027 $ 140,971.39
FY 2028 $148,019.96
Is this a one-time or recurring revenue/expenditure?
Reccurring.
Is this revenue/expenditure budgeted?
Yes.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
Yes, sufficient funds are budgeted in the Information Technology ISF Software Subscription account 627-54300-180-181-000000.
RECOMMENDATION:
Staff recommends executing a master software agreement renewal with Civic Plus, LLC, utilizing TIPS Contract #220105, in the amount of $424,404.82 and that the City Manager or designee be expressly authorized to execute any and all change orders within the amounts set by state and local law.
DEPARTMENTAL CLEARANCES:
Legal
Purchasing
Finance
Office of Homeland Security and Emergency Management
Communications
ATTACHED SUPPORTING DOCUMENTS:
Agreement
Contract Verification
Certificate of Interested Parties
Presentation