Title
A Resolution Approving the Implementation of the CivicPlus Digital Government Platform Suite, Authorizing Related Expenditures, and Approving Budget Modification
Summary
The resolution approves implementation of the CivicPlus digital government platform suite to modernize and improve the City’s digital services. The system is intended to enhance accessibility, transparency, operational efficiency, and the overall delivery of online services to residents.
The platform includes Website/Accessibility, CivicReady, Agenda & Meeting Management, NextRequest, and DocAccess. These tools are being implemented to streamline internal operations, improve public access to information, strengthen communication with residents, and better support compliance and records management.
The total first-year cost is $102,154.80, which includes a $60,000 implementation cost which was a FY26 planned capital project within the Marketing budget. Second-year operational costs are estimated at $54,410.60, with future annual costs to be budgeted thereafter.
Budgetary Impact
Non-Capital Item:
___ Budgeted under account #___________. (discussion item)
____ Not budgeted, requesting transfer of $________ from the Capital Plan Account #___________ to Account GL #__________________.**Request to Transfer Departmental Budget Dollars form must be attached**
__X__ Not budgeted requiring increase to account #_100-1040-6020 (Consulting/Professional Fees)__ in the amount of $_60,000___ .**Request to Increase Departmental Budget Dollars form must be attached**
Capital - Departmental **Capital Purchase Worksheet form must be attached**
___ Budgeted under account #_________ for $_____ and described in budget as _______.
Additional amount needed, if any: Increase in budget of $_________ OR, transfer of $________ from Account #____________ to Account #_____________**Request to Increase OR Request to Transfer Departmental Budget Dollars form must be attached**
____ Not Budgeted - account #___________________requires budget increase of __________.**Request to Increase Departmental Budget Dollars form must be attached**
Capital Project - **If requesting to start a project, a Capital Project Worksheet form must be attached**
In current year Capital Projects Plan:
_____ Yes, described as __________________________, planned amount $___________, requesting $_________ as total project estimate, including contingencies, under account #_________________
_____ No, requesting $___________ as total project estimate, including contingencies, under account #____________________.
_____ No, requesting an increase of $___________ to an already approved project titled ________________________ that is being tracked under Account No. ___________________.
Body
WHEREAS, the City of Foley seeks to enhance accessibility, transparency, operational efficiency, and the delivery of digital services to residents through the modernization of its digital government platforms; and
WHEREAS, the CivicPlus digital government platform suite includes Website/Accessibility, CivicReady, Agenda & Meeting Management, NextRequest, and DocAccess, which together provide integrated tools for public communication, emergency notification, meeting management, public records requests, and document accessibility; and
WHEREAS, the total cost of implementation and first-year operations for the CivicPlus platform suite is $102,154.80, which includes an initial implementation cost of $60,000 currently planned under the FY26 Capital budget; and
WHEREAS, the remaining $42,154.80 in first-year costs consists of $37,404.80 in Year 1 operational expenses and $4,750 in remaining implementation costs; and
WHEREAS, the billing schedule for the CivicPlus platform suite is anticipated as follows: $60,000 billed prior to September 30, 2026 for initial implementation; $42,154.80 billed on October 1, 2026 for remaining Year 1 implementation and operational costs; $54,410.60 billed on October 1, 2027 for Year 2 operations; and all subsequent annual operational costs billed each October thereafter, subject to a 3% annual increase; and
WHEREAS, the FY 2026 Budget includes $60,000 planned within the Marketing Capital budget for this project, and staff recommends moving these planned funds to the Information Technology operational budget line item to support implementation of the CivicPlus platform suite; and
WHEREAS, the City Council finds that the CivicPlus platform suite will improve public engagement, streamline internal operations, strengthen emergency communications, enhance transparency, and improve access to public records and digital services for residents; and
WHEREAS, the City Council further finds that it is in the best interest of the City to proceed with implementation of the CivicPlus platform suite under the terms outlined herein;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FOLEY, ALABAMA, AS FOLLOWS:
SECTION 1: The City Council hereby approves the implementation of the CivicPlus digital government platform suite, including Website/Accessibility, CivicReady, Agenda & Meeting Management, NextRequest, and DocAccess, together with all associated software, services, configuration, and implementation activities.
SECTION 2: The City Council hereby authorizes the expenditure of funds necessary to implement and maintain the CivicPlus platform suite in accordance with the negotiated agreement and the billing schedule described herein.
SECTION 3: The City Council hereby appropriates $60,000 currently planned within the FY 2026 Marketing Capital budget to GL #100-1040-6020 Information Technology professional fees to support implementation of the CivicPlus platform suite.
SECTION 4: The City Council hereby authorizes the Mayor to execute all necessary contracts, implementation documents, and related agreements required to implement the CivicPlus platform suite.
SECTION 5: This Resolution shall become effective immediately upon adoption.