TO: Board of County Commissioners
THROUGH: John Titkanich, County Administrator
FROM: Erik Harvey, Information Technology Director
DATE: November 24, 2025
SUBJECT: Approval of SimpliGov Enterprise Workflow Automation Platform
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BACKGROUND
As part of the County's ongoing IT modernization and digital transformation, County leadership acknowledges the need to identify opportunities to streamline, automate, and modernize internal processes and workflows. The Information Technology Department collaborated with StoneHill Innovation, RedLeif.io, and departmental stakeholders to assess enterprise workflow automation needs.
This review identified SimpliGov as a scalable, sustainable, enterprise-class automation platform capable of supporting countywide workflow automation, digital forms, approval routing, reporting, and analytics.
SimpliGov is offered through the NASPO ValuePoint Cooperative Contract No. AR2472, via Florida DMS Addendum 43230000-NASPO-16-ACS, providing pre-negotiated terms, competitive pricing, and an accelerated procurement pathway.
ANALYSIS
RedLeif.io, acting as an advisor through the existing engagement with StoneHill Innovation and facilitated solution vetting, requirements validation, and negotiating multi-year pricing with SimpliGov. As a result of these negotiations, the County received substantial discounts, including an approximately 88% reduction off standard NASPO pricing in Year 1 while securing predictable, fixed annual costs for Years 2-5.
The proposal includes:
Five-year enterprise subscription (Years 1-5):
Year 1: Initial cost: $542,553.19 with a discount brought the year one (1) cost down to $447,405.32. This represents a savings concession to IRC in the amount of $95,147.87 for year 1.
Year 2: $575,106.38 - Initial cost in the amount of $542,553.19, plus 6% annual increase
Year 3: $609,612.77 - 6% annual increase
Year 4: $646,189.36 - 6% annual increase
Year 5: $684,960.64 - 6% annual increase
Unlimited workflows, form initiations, and SimpliSign transactions
Countywide access for internal workflow automation
200 professional services hours in Year 1 for onboarding, configuration, and implementation
Annual price adjustments averaging ~ 6%, aligned to multi-year subscription norms
The quote represents a five-year aggregate total cost of $2,963,274.47. This pricing structure ensures long-term stability and maximizes return on investment and remains within the FY26 budget
BUDGETARY IMPACT
Funding for Year 1 is available in the Information Technology Fund/Information Systems/Computer Software account, number 50524113-035120, in the amount of $250,000, with the remaining $197,405.32 budgeted and available in the Information Technology Fund/Information Systems/Other Professional Services account, number 50524113-033190, for a total Year 1 cost of $447,405.32.
Years 2, 3, 4, and 5 will be included in future budget cycles, subject to annual appropriation.
PREVIOUS BOARD ACTIONS
None. This is the County’s first enterprise-wide workflow automation platform procurement.
POTENTIAL FUTURE BOARD ACTIONS
Contract renewal or extension at the conclusion of the five-year term
Approval of additional professional services hours if required
Departmental workflow automation expansion updates
STRATEGIC PLAN ALIGNMENT
This initiative directly supports the County’s strategic goal of Governance through:
Modernizing government operations
Streamlining internal workflows and reducing administrative friction
Enhancing transparency and accountability
Delivering more efficient public services
Enabling data-driven decision-making across departments
OTHER PLAN ALIGNMENT
Supports continuity-of-operations initiatives by digitizing manual and paper-based processes.
STAFF RECOMMENDATION
Recommended Action
Staff recommends the Board approve the purchase of SimpliGov LLC enterprise workflow automation software, professional services, and support in an amount not to exceed $2,963,275 pursuant to NASPO ValuePoint Contract AR2472 / Florida Addendum 43230000-NASPO-16-ACS, and authorize the Procurement Division to issue annual purchase orders in accordance with the provided quote.