Nick Walker, Administrative Services Director
ClientFirst Contract Amendment
Approve and authorize the Town Manager to execute Amendment No. 1 to the Land Management System Administration agreement with ClientFirst Technology Consulting with a 10% contingency for a contract total not to exceed $151,799.
The recommended action supports the goal of Organizational Effectiveness. Goal Statement: Achieve a high performing organization by nurturing an engaged workforce committed to a shared vision of public service.
The Town’s Land Management system is a software suite comprising several applications that manage the creation, issuance, and tracking of development-related activities commonly associated with planning and zoning, permitting, inspections, licensing, code enforcement, and parcel/address management.
The 2023 Technology Master Plan accepted by Town Council recommended that the Town develop an improvement plan for the Land Management system to automate manual processes and add online resident permitting services. The initial phase of the project included an upgrade from TRAKiT to Community Development (ComDev), a permitting and licensing software through the vendor Central Square, and work efforts to automate permit tracking and approval processes.
The ComDev platform went live in September 2026. With limited in-house subject matter expertise and resources, staff contacted Client First to provide administrative management of the ComDev platform. Additional efforts are required to:
1) Improve integration of permit deposit tracking in the new ERP system.
2) Expand the system to include permits issued by Public Works.
In addition, the Department of Justice established Americans with Disabilities Act (ADA) deadlines for digital accessibility. A significant systems upgrade is planned for January 2027 to meet ADA digital accessibility guidelines.
Staff have been working with ClientFirst to upgrade the Land Management system from TRAKiT to ComDev, improve Building and Planning processes, implement online permits, and support ongoing system administration. As the ComDev platform has moved into active use, several critical components of the implementation have emerged that were not included in the original scope and require additional consultant support. These include expanded permit functionality, integration with the Town’s ERP system, incorporation of third party plan reviewers, and configuration updates needed to meet new regulatory requirements. Completing these tasks exceeds current staff capacity and requires specialized technical expertise to ensure accurate configuration and continuity of service.
The proposed Amendment No. 1 to the Land Management System Administration scope includes:
- Final planning and implementation of permit deposit tracking in the Tyler/Munis ERP system,
- Planning and execution of an online permit system upgrade to meet ADA digital accessibility guidelines,
- Documentation and staff training to reduce reliance on consultants for day-to-day systems administration,
- Incorporation of third party plan reviewers into the system to improve efficiency,
- Solar panels permit configuration to meet SB379 requirements and
- Ongoing assistance with system administration, permit fee updates and other complex, critical functions.
The Department of Justice has recently issued updated ADA digital accessibility requirements that apply to online permitting systems. ComDev must be upgraded by January 2027 to ensure compliance with standards related to screen reader compatibility, accessible form design, color contrast, and keyboard navigation. Failure to meet these requirements could result in barriers for users with disabilities, exposure to accessibility complaints, and potential enforcement actions under federal civil rights laws. Completing the required upgrade now ensures continued access to online permitting services and reduces legal and operational risk to the Town.
The agreement breakdown is:
| Item | Amount |
| Original contract: Land Management System Administration | $49,999 |
| Amendment No. 1 | $88,000 |
| Contingency | $13,800 |
| Total Not To Exceed | $151,799 |
Appropriations for the proposed amendment are included in the adopted FY26/27 budget.
The recommended action does not constitute a “project” within the meaning of California Environmental Quality Act (CEQA) Guidelines Section 15378 and requires no environmental review.