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Report regarding a resolution authorizing the City Manager or their designee to execute the second amendment to the professional services agreement with Speridian Technologies, LLC for additional implementation services for the City’s land management software and online permitting system in an amount of $210,000 and a total contract amount of $1,216,500. (Nell Selander, Economic & Community Development Director)
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RECOMMENDATION
Recommendation
Staff recommends that the City Council adopt a resolution authorizing the City Manager or their designee to execute the second amendment to the professional services agreement with Speridian Technologies, LLC for additional implementation services for the City’s new land management software and online permitting system for $210,000 and a total contract amount of $1,216,500.
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BACKGROUND/DISCUSSION
The Clariti Land Management System project began in March 2025 with the goal of incorporating all permit workflows, specifically Building, Planning, Fire, and Engineering, into a new centralized permitting system. The original project schedule targeted a go-live date of April 2026.
During the discovery phase, staff identified that additional permits were being issued by other departments, including the City Clerk’s Office, City Manager Department, Parks and Recreation, and the Police Department. To create a more comprehensive and unified permitting system, staff expanded the project scope to include these additional workflows while making efforts to keep the project within the approved budget.
Speridian, the City’s software implementation partner, configured and programmed the Clariti land management system based on the City’s documented business processes. The configuration included significant workflow automation designed to improve efficiency and reduce manual processing. Staff conducted testing during each system release, identifying issues and processes that required additional configuration and corrections.
During the first two phases of implementation, staff identified the need for two additional integrations with Clariti - cashier management and business license software solutions. As part of the City’s broader Enterprise Resource Planning (ERP) initiative, staff are implementing centralized cashier management solutions to manage all payment transactions, and adding this to the new land management system will assist staff when reconciling between the systems. Similarly, the City recently transitioned to HdL Companies for business license administration services. Integrating HdL with the Clariti system will allow business license information to populate within the land management system, providing staff with a centralized view of all permits, licenses, and related records associated with a single parcel or business, helping prevent overlooked records, reduce errors, and enhance overall permit and license management. Due to this expanded scope, additional workflows, and number of unresolved issues, the project was unable to meet the originally anticipated April 2026 go-live date and additional funding was necessary. On April 22, 2026, City Council approved Resolution 35-2026 approving the first amendment to the professional services agreement with Speridian, increasing the total contract amount from $718,750 to $1,006,050 and extending the term of the contract from June 30, 2026 to July 31, 2027.
In September 2026, the new land management system went live and Speridian has been providing additional post-go-live support to stabilize the system and support City staff through the transition. In the last few weeks of testing before the go-live date, and the weeks since, staff across the Information Technology, Economic & Community Development, Public Works, Fire, Police, and Finance Departments have worked with Speridian to identify and address system bugs, address data migration issues, and document new features that are needed in order to maintain or improve upon levels of service offered by the City’s former land management software.
Speridian and City staff have identified nearly 100 items that still need to be addressed and are itemized in Exhibit A to the associated resolution. Speridian estimates it may take as many as five months and $210,000 to complete these additional tasks and fixes. Speridian will work closely with City staff to continually prioritize and re-prioritize these items to ensure the most critical items are completed first and with the additional budget contemplated in the associated resolution.
FISCAL IMPACT
The second amendment to the professional services contract will increase the overall contract amount by $210,000 and staff anticipates fiscal year 2026-27 operating budget from the Economic & Community Development Department, as well as other departments that are principal users of the land management software should be sufficient to pay for these increased costs. No additional appropriations are required for this amendment at this time.
RELATIONSHIP TO ACTION PLAN
Approval of this action will contribute to the major focus area of Quality of Life by maintaining and improving City online permitting processes.