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AGENDA ITEM <br />Date: November 24, 2025 <br />Title: Contract - Code Hosting & Updating <br />Presenter: Christine Lusian, City Clerk <br />Section: Consent Agenda <br />Purpose: <br />The purpose is to approve a contract for code hosting and supplementation services. <br />Item: 4 <br />2. Background: <br />CivicPlus Municode, the city's code management service provider, is transitioning its billing <br />structure from a per -page rate for updates/amendments (supplementation) services to a flat, <br />subscription -based annual model. This change will not affect our process and the preparation of <br />supplements will continue exactly as it does now. <br />Under the new subscription model, the annual flat rate (full -service supplementation) will cover all <br />services currently provided when we submit ordinances for updates or amendments to the code of <br />ordinances, including zoning -related changes. <br />Full -service city code supplementation is the process of updating a city's official code of <br />ordinances to include new legislation and ensure it remains current and legally accurate. This <br />process involves incorporating new ordinances into the existing code and includes comprehensive <br />legal and editorial work, maintenance, and digital publishing. <br />3. Cost: <br />Under the current per -page billing model, our annual costs have fluctuated depending on the <br />volume and complexity of ordinances submitted each year. Over the past eight years, expenses <br />have ranged from a low of $1,700 (2022) to a high of $8,161 (2019), without a predictable pattern. <br />This variability is tied to the number of ordinance updates completed in a given year, particularly <br />those involving zoning which tend to be more document -intensive. <br />Switching to a flat annual subscription will make budgeting for code updates much more <br />predictable. Instead of costs going up and down each year based on how many ordinances we <br />update, the city will pay the same set amount each year. <br />The first year of the subscription includes a 50% discount. After that, the subscription renews <br />automatically each year unless the city chooses to cancel it. The cost can increase by up to 5% <br />each year. For reference, our historical costs under the existing per -page billing model (not <br />including the recent legal review and implementation services) over the past eight years and <br />estimated subscription costs are: <br />Historical <br />Estimated <br />Year <br />Cost <br />Year <br />Cost <br />2025 <br />$3,947 <br />2026 <br />$3,075 <br />2024 <br />$7,792 <br />2027 <br />$5,460 <br />25 <br />