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CC - CONSENT ITEM: Approval of a Two-Year Renewal Agreement With Konica Minolta for Nintex Workflow Enterprise and DocGen in an Amount Not-to-Exceed $100,322.22.
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Meeting Date: June 8, 2026
Contact Person/Dept.: Anissa Di Vincente/Information Technology Department
Phone Number: (310) 253-6094
Fiscal Impact: Yes [] No [X] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (06/04/2026)
Department Approval: J.R. Wright, Chief Information Officer (05/16/2026) _____________________________________________________________________
RECOMMENDATION
Staff recommends the City Council approve a two-year renewal agreement with Konica Minolta for Nintex Workflow Enterprise and DocGen in an amount not-to-exceed $100,322.22 during the term of the agreement.
BACKGROUND
The City has used Nintex Workflow Enterprise and DocGen since 2018 as a core part of its digital infrastructure, providing a reliable platform for automating online business processes that support daily operations across the organization. Today, the City has more than 160 active workflows, including both internal and public-facing processes, that have replaced paper-based forms, manual routing, and repetitive administrative tasks.
These workflows have delivered significant operational benefits, including reduced staff time, faster processing, improved consistency, better visibility into process status, and quicker turnaround times for residents, businesses, and internal departments. By digitizing routine processes, Nintex has helped the City improve service delivery, reduce delays, minimize errors, and create a more transparent and accountable workflow environment.
In addition, IT Department staff have leveraged Nintex’s advanced workflow capabilities and system interoperability features to develop robust routing, notification, alerting, approval, and configuration tools. These features allow the City to integrate processes across systems, improve coordination between departments, and support more complex business needs while maintaining reliability and scalability.
Key Benefits of the Konica Minolta Nintex Workflow Enterprise and DocGen:
• End-to-End Automation: Streamlines workflows from initial intake to final completion, eliminating manual hand-offs and bottlenecks.
• Operational Efficiency: Automation of repetitive tasks reduces turnaround times and allows staff to focus on high-priority projects.
• Improved Accuracy: Standardized digital processes minimize the risk of human error and ensure data integrity across departments.
• Enhanced Transparency: Real-time tracking of processes provides staff and stakeholders with clear visibility into the status of active requests.
• Ease of Use: The platform empowers staff across departments to create and manage custom forms and workflows that meet their operational needs supporting innovation at the department level, reduces reliance on limited technical resources, and allows the City to respond more quickly to changing business requirements.
Scalability: The platform’s flexible architecture ensures it can grow alongside the City’s evolving digital needs and service demands.
The City wishes to continue its partnership with Nintex and maintain uninterrupted operations through the platform. The proposed renewal, effective July 1, 2026, will ensure the City can continue leveraging a proven solution that streamlines workflows, supports operational efficiency, enhances digital service delivery, and meets the community’s expectations for accessible, responsive, and modern government services.
DISCUSSION
By renewing this agreement, the City will continue to automate critical processes from start to finish, ensuring that service delivery remains efficient and consistent. The Nintex Workflow Enterprise and DocGen platform serves as a centralized system that enhances coordination and accountability across departments by eliminating manual bottlenecks.
Should the City choose to discontinue the Nintex platform in future budgetary cycles this renewal will allow staff to strategically migrate from Nintex to other platforms while maintaining operations.
FISCAL ANALYSIS
During this budgetary cycle staff evaluated the long term sustainability and costs for Nintex and contract renegotiations were conducted. Staff worked with Nintex to obtain a substantial 29% discount on the renewal pricing by agreeing to a two (2) year license renewal. This equals a total savings of $40,976.681 during the two (2) year term.
There is sufficient funding in the proposed budget for Fiscal Year 2026-2027 in Account No. 10124100.600200 (General Fund IT - Repairs & Maintenance - Equipment) to cover the $ 50,161.11 cost for both module licenses.
ATTACHMENTS
None
recommended action
MOTION(S)
That the City Council:
1. Approve a two-year renewal agreement with Konica Minolta for Nintex Workflow Enterprise and DocGen in an amount not-to-exceed $100,322.22; and
2. Authorize the City Attorney to review/prepare the necessary documents; and
3. Authorize the City Manager to execute such documents on behalf of the City.