AGENDA TITLE:
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Adopt a Resolution Authorizing the Interim City Manager or Designee to Execute a Professional Services Agreement with CivicPlus of Manhattan, Kansas for Website Hosting and Management Services ($176,268.11) (IS - IT)
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MEETING DATE:
June 3, 2026
PREPARED BY:
Joseph Caswell, Information Technology Manager
recommendation
RECOMMENDED ACTION:
Adopt a Resolution Authorizing the Interim City Manager or Designee to Execute a Professional Services Agreement with CivicPlus of Manhattan, Kansas for website hosting and management services ($176,268.11).
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BACKGROUND INFORMATION:
A strong and mobile‑optimized web presence is essential for communicating with residents, businesses, and visitors.
In June 2024, the City entered into a five‑year Professional Services Agreement with CivicPlus for website hosting and management services. This proposed action would terminate that June 2024 agreement and replace it with a new Professional Services Agreement for a three‑year term.
The renegotiated Agreement, Attachment 1, includes an updated scope of services, removes unused modules and adds features the City will actively use, resulting in new cost savings. The SeeClickFix work order module will be removed, as it was never implemented and no department identified a use for it.
The Agreement includes creation of a dedicated Economic Development sub‑site. Implementation costs for the sub-site are $10,266.80, with recurring annual costs of $3,428.27 in year one and $4,503.45 in year two, followed by a 5% increase in year three. The three-year total for this module is $22,927.14. This addition has been requested by the Economic Development Department and is expected to expand community outreach efforts.
Enhanced security will be deployed through a Single Sign-On (SSO) solution. Implementation costs for the SSO solution are $1,575.00, with recurring annual costs of $1,497.92 in year one and $1,967.70 in year two, followed by a 5% increase in year three. The three-year total for this module is $7,106.71. SSO is a long-term strategy of the Information Technology Division, consistent with industry best practices, strengthening security through enforcement of stronger authentication standards.
A full website redesign is also included, allowing all departments to review and update content while modernizing the City’s overall web presence.
The overall cost for the Agreement will be $63,154.74 for the first year, $55,177.25 for the second, and $57,936.12 for the third. The three-year total not-to-exceed amount for the new Agreement is $176,268.11. For comparison, the previous agreement would have come at a cost of $242,294.17 over the same three-year period. This renegotiated Agreement therefore represents a cost savings of $66,026.06.
In accordance with Lodi Municipal Code Section 3.20.077, the Information Technology Manager is authorized to acquire electronic services through negotiation, request for proposals, or competitive bid, with award based on “best value” criteria. This agreement was negotiated to provide increased service and value through the City’s existing vendor through the timeline of the original agreement.
FISCAL IMPACT:
Funding for this purchase is included in the Fiscal Year 25/26 budget. The renegotiated Agreement will decrease cost for this item over the three-year period.
FUNDING AVAILABLE:
Funding for this purchase is included in the Fiscal Year 25/26 budget. There is no additional impact from this action.