AGENDA ITEM
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: CARLO TOMAINO
CITY MANAGER
BY: KIMBERLY BOLES
ASSISTANT CITY CLERK
SUBJECT:
title
CONTRACT SERVICES AGREEMENT WITH GRANICUS, LIMITED LIABILITY CORPORATION (GRANICUS) FOR ELECTRONIC AGENDA MANAGEMENT AND VIDEO STREAMING SERVICES
summary
Summary:
The City contracts with Granicus, for the electronic agenda management of public meetings and video streaming of City Council Meetings. Granicus has provided video streaming services to the City for the past 19 years. In 2021, the City added Legistar an electronic agenda management system to the service, enabling the City to automate the entire agenda preparation and publication process. Staff is recommending the City enter into a new Professional Contract Services Agreement with Granicus for a three-year period for a not-to-exceed amount totaling $115,451. The proposed contact would allow the City to continue providing electronic agenda management and video streaming services for the public
Strategic Plan Goal(s):
Goal No. 5 High-Functioning Government: Strengthen internal communication, recruitment, retention, systems, and processes to increase the effectiveness and efficiency of City services.
recommendation
Recommendation:
Authorize the City Manager to enter into a three-year Contract Services Agreement with Granicus, for a total not-to-exceed amount of $115,451.40.
body
Fiscal Impact:
The City’s adopted Fiscal Year 2024-25 Operating Budget includes sufficient funds in the City Clerk Contract Services line account (Account No. 100-43-5400) and City Clerk Software Purchases line account (Account No. 100-43-5631) for the first service year, through September 2025. The proposed term for the service agreement is three years, with a total not-to-exceed compensation of $115,451.
The first year not-to-exceed amount is $35,911.35 (full year billed in September). The total not-to-exceed amount for FY 2025-26 is $38,425.14. The total-not-to-exceed amount for FY 2026-27 is $41,114.91. If approved, the appropriate funding would be requested through the City’s annual budget for subsequent fiscal years.
Background and Analysis:
Granicus has provided video streaming services for City Council meetings for the past 19 years. Granicus serves over 6,000 local government agencies, in addition to state and federal government agencies. Granicus continues to offer reliable support and maintenance services to the City. On December 14, 2021, the City added Legistar, an electronic agenda management system to the Granicus services. Legistar is a software service that enables the City to automate the agenda preparation and production process that includes drafting staff reports, authorizing an approval workflow process, and publishing agendas for all meeting bodies. The added service also includes unlimited data storage and retention.
As discussed, Granicus has provided video streaming services for several years and the City relies extensively on the agenda management system provided by Granicus to prepare the biweekly agendas for City Council meetings along with Commission and Committee meetings. The public’s regular and ongoing business depends upon the City having reliable and uninterrupted services to prepare and broadcast public meetings. While there are competing agenda management systems on the market, staff does not believe these systems meet the City’s requirements or that the City would realize a cost savings by transitioning to another system. Additionally, transitioning to a new agenda management and video streaming system can take several months and create potential service interruptions related to public meetings. For these reasons, staff recommends exercising the Sole Source exception for competitive purchasing pursuant to Section 4.74 of the City’s Purchasing Guidelines.
Staff recommends the City enter into a new Contract Services Agreement with Granicus to continue providing video streaming and electronic agenda management services (Attachment A). The services Granicus would provide under the new contract include:
• Open Platform: A cloud-based foundation which allows the City unlimited content storage and distribution, a resident web portal, live and on-demand streaming to mobile devices
• Government Transparency Suite: Convenient access to live and archived streaming through the City website, searchable self-service access online, unlimited meetings and events - all completely automated
• Legistar: A Software-as-a-service (SaaS) solution that enables government organizations to automate the entire agenda production process, allowing staff to easily manage the agenda production process from drafting files, through assignment to various departments, to final approval. Legistar includes unlimited user accounts, unlimited meeting bodies and meeting types, unlimited data storage and retention, one Legistar database, and one InSite web portal.
Conclusion
As noted throughout this report, Granicus is key piece of software that enables the City to manage the agenda process and stream public meetings, providing public access to City-related business to the entire community. The proposed contract would enable the City to have uninterrupted access to the system, thereby enabling the ongoing production of agendas for the City Council, Planning Commission, Parks and Recreation Commission, and other appointed committees. The City Council approved the proposed cost as part of the Fiscal Year 2024-2025 Operating Budget.
Reviewed for Fiscal Impact:
_________________________
Sharon del Rosario
Attachment:
A. Granicus Contract Services Agreement